Band 4 Medical Secretary Supervisor - Ophthalmology

NHS; Birmingham; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading healthcare organization in Birmingham seeks a highly motivated Medical Secretary Supervisor to provide comprehensive secretarial support. The ideal candidate will possess a good general education, NVQ level 3 in Business Administration, and experience in a medical secretary role. Strong skills in Microsoft Office and the ability to manage complex information are essential. This position offers a unique opportunity to work in a dynamic and inclusive environment.

Qualifications

• Experience of working as a medical secretary.
• Experience in healthcare settings.
• Proven ability to work under pressure and meet deadlines.

Responsibilities

• Provide a complete confidential medical secretarial service for the medical team.
• Conduct and prioritise tasks on own initiative to meet deadlines.
• Serve as a point of contact for GPs and patients.

Skills

Good organisational skills

Interpersonal skills

Microsoft Office proficiency

Ability to multitask

Ability to use own initiative

Understanding of equality and diversity

Education

Good general education (GCSE English and Maths A-C)

Business Administration NVQ level 3 or equivalent

AMSPAR Certificate or equivalent knowledge of medical terminology

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Band 4 Medical Secretary Supervisor – Ophthalmology

The closing date is 16 November 2025

The Ophthalmology service is looking to recruit a highly motivated, reliable and focused Medical Secretary Supervisor to join our welcoming team. We are a creative and innovative team working in one of the largest services in the Trust, so we require someone who is flexible to change and adaptable to the pressures of changing priorities and urgent tasks. A proactive approach, good judgement, initiative and critical thinking skills are crucial to managing this diverse and demanding role.

Main duties of the job

To provide a complete confidential medical secretarial service for the medical team, including the organisation of meetings and taking of minutes.

• Conduct and prioritise tasks on own initiative to meet tight deadlines and achieve Trust standards and targets.
• Provide and receive complex information daily.
• Exercise initiative and judgement based on acquired knowledge and experience.
• Type clinical letters from audio using an understanding of medical terminology, phraseology and medications.
• Serve as a point of contact for GPs, health care professionals and patients/carers, often highly emotional and distressed, ensuring that any communication barriers are overcome.
• Understand the patient pathway and provide information and reassurance in a professional manner.
• Deal with queries and instigate appropriate action.
• Use Microsoft Office software programmes including Outlook, Word, PowerPoint, Excel to produce clinical letters and other correspondence.
• Use UHB systems to provide information for consultants, GPs and patients, and coordinate and manage theatre lists.

For more information on duties and qualifications please refer to the job description and person specifications.

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.

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 role.
• AMSPAR Certificate or 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 a range of Microsoft Office packages (Word, Excel, Outlook).
• Experience of using IT systems.
• Experience of working in healthcare.
• Good organisational skills.
• Ability to use own initiative and deal with the unpredictable.
• Ability to work under pressure, multitask and meet deadlines.
• Experience of working in a busy environment.

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.
• Demonstrate an understanding of equality and diversity.
• Mature, open and flexible approach to work.
• Demonstrates care and compassion.
• Good interpersonal and communication 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