Band 3 - Support Medical Secretary - Vascular Surgery

University Hospitals Birmingham NHS Foundation Trust; Birmingham; On-site; GBP 22,000 - 27,000; Full time

Job summary

A regional healthcare provider is seeking a Band 3 - Support Medical Secretary for its Vascular Surgery Department. The role involves providing comprehensive administrative support, including audio typing, patient management, and dealing with sensitive information. Candidates should have experience in a customer service role and a solid understanding of medical terminology. Strong organizational and interpersonal skills are essential. This full-time position involves working 37.5 hours per week at Heartlands Hospital.

Qualifications

• Minimum 1 year experience in a customer service role.
• Experience in a fast-paced healthcare environment is essential.
• Must have a good level of understanding of medical terminology.

Responsibilities

• Provide comprehensive support to the Vascular Surgery Department.
• Manage audio typing of clinical letters and email correspondence.
• Handle patient registration, referrals, and appointment bookings.

Skills

Customer service experience

Attention to detail

Interpersonal skills

Organizational skills

Ability to work under pressure

Education

GCSE English and Maths A-C

Business Administration NVQ level 3

AMSPAR Certificate/equivalent knowledge of medical terminology

Tools

Microsoft Office (Word, Excel, Outlook)

NHS IT systems including Oceano and portal

Job description

Band 3 - Support Medical Secretary - Vascular Surgery

The closing date is 29 September 2025.

The post holder will provide a comprehensive and efficient support to our secretarial team and the consultant body and their medical team. By personally assisting with the administrative workload, the candidate -- will enable the consultant(s) to optimise clinical commitment. It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge and always maintaining confidentiality. A good standard of education, the ability to organise their workload, as well as part of a team is also an essential aspect of this role.

Working within the Vascular Surgery Department it is essential that the post holder provides an empathic and sensitive point of contact for patients/relatives and carers.

Like the majority of departments within the Trust we are working hard to meet the local and national targets in line with RTT and 18 week pathways, you would be working closely with the secretarial and consultant body in order to help us meet these targets.

The post holder will be required to work 37.5 hours a week at Heartlands Hospital.

Main duties of the job

The post holder will provide comprehensive support to the Vascular Surgery Department. This includes but is not limited to audio typing of clinical letters, email management, registering of patients, adding referrals and booking appointments, dealing with telephone calls from a variety o people, taking minutes of meetings and general day to day administration. The ideal candidate will need to have a high level of attention to detail and be able to work well under time constraints to ensure local and national targets are met.

As part of the service you provide you will be required to touch type from audio dictation and for this reason will require a high level of understanding of medical terminology.

As part of a busy surgical speciality you will be dealing with a lot of confidential and sensitive information and out ideal candidate will understand the importance of maintaining confidentiality when dealing with personal information.

You will be required to use a variety of computer systems, including Oceano, Clinical Portal, and Dragon.

About us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

Job responsibilities

Please Note : For a detailed job description for this vacancy, please see attached Job Description

Person Specification

Qualifications

• Good General Education (e.g. GCSE English and Maths A-C) GCSE Level 9-4
• Business Administration NVQ level 3 or equivalent experience in a clerical environment
• AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology

Experience

• Experience of dealing with the Public/Customer service experience
• Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
• Experience of using NHS IT systems including Oceano and portal
• Experience of working in a busy environment
• Experience of working in Healthcare

Additional Criteria

• Work effectively and flexibly as part of a team to meet the needs of the services
• Confident in dealing with people at all levels
• Must be able to demonstrate an understanding of equality and diversity
• Mature open and flexible approach to work
• Demonstrates care and compassion
• Good inter-personal and communication skills.
• Good organisational skills
• Team Player
• Demonstrates reliability, motivation and commitment
• Ability to travel to multiple sites
• Ability to work under pressure and deal with stressful situations

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

University Hospitals Birmingham NHS Foundation Trust