Band 4 Medical Secretary Supervisor

University Hospitals Birmingham NHS Foundation Trust; Birmingham; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading healthcare provider in Birmingham is looking for a Medical Secretary Supervisor to provide essential support to the Obstetrics and Gynaecology unit. The ideal candidate will possess excellent IT and typing skills, supervisory experience, and a commitment to high-quality customer care. This is a full-time role with a focus on teamwork, organization, and compassion. Closing date for applications is 09 October 2025.

Qualifications

• Experience of working as a Medical Secretary.
• Experience in customer service and dealing with the public.
• Working knowledge of medical terminology.

Responsibilities

• Draft letters on behalf of Consultants in a sympathetic manner.
• Manage and supervise junior Medical Secretaries.
• Handle routine enquiries and complaints diplomatically.

Skills

Excellent IT skills

Customer care skills

Problem-solving skills

Organisational skills

Education

Good General Education (e.g. GCSE English and Maths A-C)

Business Administration NVQ level 3

AMSPAR Certificate/equivalent

Tools

Microsoft Office (Word, Excel, Outlook)

Job description

Go back University Hospitals Birmingham NHS Foundation Trust

Band 4 Medical Secretary Supervisor

The closing date is 09 October 2025

We are seeking to recruit for a Medical Secretary who has a passion for high quality customer care to work within the Obstetrics and Gynaecology unit to provide comprehensive support Consultants and/or Clinical Nurse Specialist.

This is a Full-time role working 37.5 hours per week. We are looking for someone who can use their own initiative, work well with other people, be able to work on their own as well as being able to approach others for support.

The right candidate will have excellent IT and typing skills and be able to supervise junior colleagues. If you think that you are the right person for the job, we would love to hear from you.

Main duties of the job

To draft letters on behalf of the Consultant(s) in a sympathetic but easily understandable manner.

Line management responsibility to Band 3 Medical Secretaries.

Deal with routine enquiries relating to Consultant's activities. Take the appropriate course of action and necessary, liaising with others as appropriate.

Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to the appropriate person/department

To sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the Consultant(s) and their team for urgent action and which may be passed directly to other areas for action and information.

To manage and progress and chase results of patient investigations on a daily basis and on receipt, prioritise and action according to clinical need, with guidance from the medical team

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 (eg. 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
• *Working knowledge of medical terminology

Experience

• *Experience of working as a Medical Secretary
• *Experience of dealing with the Public/Customer service experience
• *Experience of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
• *Experience of using IT systems
• *Experience of working in Healthcare
• *Good Organisational skills
• *Able to use own initiative and deal with the unpredictable
• *Able to work under pressure and to multi-task
• *Able to work to deadlines

Additional Criteria

• *Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
• *Good organisation skills and ability to multitask
• *Ability to deal professionally with enquiries from staff, patients and visitors
• *Ability to problem solve
• *Understand confidentiality and apply the principles in everyday working practice
• *Ability to pay attention to detail where there are predictable interruptions to the work pattern
• *Ability to deal with stressful situations and sensitive issues
• *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

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