Band 4 Medical Secretary Supervisor - General Surgery

University Hospitals Birmingham NHS Foundation Trust

West Midlands

On-site

GBP 28,000 - 31,000

Full time

3 days ago

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Job summary

University Hospitals Birmingham NHS Foundation Trust is seeking an organised Medical Secretary to support the Lower GI/Emergency General Surgery team. You will manage correspondence, arrange appointments, process referrals and maintain accurate patient records to ensure a smooth service.

The role requires excellent communication, strong organisation and the ability to multitask in a busy NHS environment. NHS experience is advantageous and a professional, compassionate approach is essential.

Qualifications

Essential qualifications include GCSE English and Maths (A-C).
NVQ Level 3 Business Administration or equivalent
AMSPAR certificate or medical terminology knowledge
Working knowledge of medical terminology

Responsibilities

Provide secretarial and administrative support to consultants and clinical teams.
Manage a busy workload, prioritise tasks and meet deadlines.
Type and produce clinical correspondence, reports and referrals.
Manage patient correspondence and distribute information promptly.
Arrange and coordinate patient appointments and clinics.
Process referrals and progress patients through care pathways.
Maintain accurate patient records and electronic databases.
Liaise with patients, GPs, hospitals and clinicians.
Answer telephone and email enquiries and escalate as needed.
Monitor waiting lists and clinic outcomes to support timely care.
Comply with NHS policies and information governance.
Support team with general admin and service development.

Skills

Communication skills

Customer care

Keyboard skills

IT skills

Organisational skills

Multitasking

Time management

Interpersonal skills

Professional approach

Education

GCSE English & Maths

Business Admin NVQ3

AMSPAR certificate

Medical terminology knowledge

Tools

MS Word

MS Excel

Outlook

IT systems

Job description

Job Summary

We are looking for an organised, professional and compassionate Medical Secretary to join the busy Lower GI/Emergency General Surgery team. The role will include managing correspondence, arranging appointments, processing referrals, maintaining accurate patient records, preparing clinical documentation and responding to telephone and email enquiries.

You will work closely with consultants, GPs, hospitals and other healthcare professionals to ensure patients receive a smooth and efficient service.

We are looking for someone with excellent communication and organisational skills, a professional and approachable manner, and the ability to prioritise and manage a busy workload. Previous NHS or healthcare administrative experience would be advantageous.

If you are reliable, detail-focused and committed to providing an excellent service to patients and colleagues, we would love to hear from you.

Main Duties, Tasks & Skills Required

Key responsibilities will include:

Providing effective secretarial and administrative support to consultants, clinicians and the wider multidisciplinary team.
Managing a busy workload, prioritising tasks and working to agreed deadlines.
Typing and producing accurate clinical correspondence, reports, referrals and other documentation.
Managing patient correspondence and ensuring information is processed and distributed promptly.
Arranging and coordinating patient appointments, clinics and follow-up activity.
Processing referrals and ensuring patients are appropriately progressed through their care pathway.
Maintaining accurate and up-to-date patient records and electronic databases.
Liaising professionally with patients, GPs, hospitals, clinical teams and other healthcare professionals.
Responding to telephone and email enquiries, providing appropriate information and escalating queries when required.
Monitoring waiting lists, clinic outcomes and outstanding actions to support timely patient care.
Ensuring all work is undertaken in accordance with NHS policies, procedures, confidentiality requirements and information governance standards.
Supporting the team with general administrative duties and service development as required.
Working collaboratively with colleagues to provide a responsive, efficient and patient‑focused service.

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 Description

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

Person specification

Qualifications

Essential

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

Essential

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

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

Sally McMaster

sally.mcmaster@uhb.nhs.uk

01214242786

Pay scheme

Agenda for Change

Band

Band 4

Salary

£28392.00 to £31157.00 Yearly

Contract

Permanent