Band 4 Medical Secretary Supervisor - ENT

University Hospitals Birmingham NHS Foundation Trust; Birmingham; On-site; GBP 28,000 - 31,000; Full time

Job summary

University Hospitals Birmingham NHS Foundation Trust is seeking a proactive Medical Secretary Supervisor for the ENT Department at Birmingham Heartlands Hospital. You will lead a team delivering high-quality PA/Secretarial support, manage consultants' diaries, book outpatient appointments and respond to patient enquiries, while maintaining Trust targets.

You will supervise junior staff, develop their skills, and contribute to service improvement within a busy, multi-site ENT network across

Qualifications

• GCSE English and Maths (A-C)
• NVQ 3 in Business Administration or equivalent
• AMSPAR Certificate or equivalent medical terminology qualification
• Working knowledge of medical terminology

Responsibilities

• Provide a complete confidential general and medical secretarial service for the Consultant(s) and their medical team.
• Manage the daily management of the medical team diary.
• Touch type from audio or shorthand documents.
• Use MS Office to produce clinical letters and correspondence.
• Provide day-to-day supervision to secretaries/clerical officers and allocate work.
• Train Medical Secretary trainees.
• Sort, distribute and prioritise incoming mail for urgent action.
• Provide reciprocal cover for secretarial team during annual leave and sickness.

Skills

Communication

Customer service

Organisation

Time management

Confidentiality

Education

GCSE English/Maths

NVQ Level 3 Business Admin

AMSPAR Certificate

Medical terminology knowledge

Tools

Word

Excel

Outlook

Job description

Job Summary

We are seeking to recruit an enthusiastic and motivated Medical Secretary Supervisor to join our friendly team and provide full secretarial support within the ENT Department at Birmingham Heartlands Hospital, part of UHB. The successful candidate will be a key member of a collaborative and supportive secretarial team, taking a lead role in supporting consultants and their clinical teams by providing a professional and high-quality PA/Secretarial and administrative service at all times. The post holder's duties will include typing dictation, booking outpatient appointments, answering patient queries and managing the consultants' clinics to meet service provision and Trust targets. The post holder will be required to work as part of a team supporting other workload when needed. The role also offers the opportunity for the post holder to develop people management skills through the supervision of junior secretarial/admin staff within the office.

The ENT Department is a busy and exciting department that delivers care across Heartlands, Good Hope, Solihull and The Queen Elizabeth Hospitals. This is a fantastic opportunity for an organised and detailed orientated candidate who will play a vital role in the delivery of high-quality patient-led care.

For more information please contact: Mo Ayub Office Manager [e-mail] or telephone [phone].

Main Duties, Tasks & Skills Required

• To provide a complete confidential general and medical secretarial service for the Consultant(s) and their medical team. To assume responsibility for the daily management of the medical team diary. All work to be carried out on own initiative, without direct supervision and to tight deadlines, in order to achieve Trust standard and targets.
• To touch type from audio and / or shorthand the following documents: clinical letters; results letters. This requires an understanding of medical terminology, phraseology and medications, as well as high levels of concentration. Many documents may be of a complex or distressing nature.
• Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce clinical letters and other relevant correspondence.
• To provide day to day supervision to secretaries/clerical officers, allocating and monitoring work on a daily basis.
• Provide and be responsible for the training of Medical Secretary trainees.
• 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.
• Provide reciprocal cover for secretarial Team during annual leave and sickness absence.

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.

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 systemsExperience 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

Desirable

• Experience of working in a busy environment

Additional Criteria

Essential

• Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
• Good keyboard / IT skills
• Good organisation skills and ability to multitask
• Good time management skills
• 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
• Conscientious
• Demonstrates reliability, motivation and commitment
• Ability to travel to multiple sites

Desirable

• 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.

For Help With Your Application, Contact

Mo Ayub

[e-mail]

07826918231

Pay scheme

Agenda for Change

Band

Band 4

Salary £28392.00 to £31157.00 Yearly

Contract Permanent

Working pattern Full-Time, Flexible Working

Reference number 304-9019248

Job locations

Heartlands Hospital

Bordesley Green E

Birmingham

West Midlands

B9 5SS

Attachments

Job Description JD PS.pdf – 442KB Opens in a new window