Secretary Supervisor, Band 4

Gloshospitals; Cheltenham; Hybrid; GBP 28,000 - 31,000; Full time

Job summary

Gloucestershire Hospitals NHS Foundation Trust seeks a Secretary Supervisor (Band 4) to lead the Breast Secretaries, supervise day-to-day administrative tasks, and ensure a confidential, professional service to specialty teams.

The post-holder will manage staffing, inductions, development plans, and liaise with clinicians to maintain RTT and clinic letter processes, reporting to the Lead Coordinator. Closing date: 05 November 2026.

Qualifications

• Educated to GCSE Grade C or above Math and English.
• Medical Secretary Supervisor Experience.
• Accurate typing and audio skills.
• IT experience in Microsoft Office.
• Experience or qualification in medical terminology.
• Proven organisational skills.
• Excellent interpersonal skills.
• Ability to work flexibly with a team.

Responsibilities

• Supervise the breast secretary team on a daily basis.
• Assist in recruitment and retention of administrative staff and ensure induction, training and support.
• Undertake appraisals and ensure Personal Development Plans and training.
• Manage staffing issues such as sickness absence and time-keeping.
• Communicate information to staff and hold regular team meetings.
• Ensure adherence to Trust policies and procedures relating to service delivery.
• Contribute to quality improvement projects and report on service performance.

Skills

Leadership

Interpersonal skills

Typing

Audio transcription

Education

GCSE in Math and English

Medical terminology knowledge

Tools

Microsoft Office

Job description

Go back Gloucestershire Hospitals NHS Foundation Trust

Secretary Supervisor, Band 4

The closing date is 05 November 2026

The post-holder will lead and supervisor the Breast Secretaries whilst providing an efficient, confidential and professional secretarial service to the specialty teams. The post-holder will supervise all administrative processes of the Breast Secretaries on a day-to-day basis, They will also supervise the planning and prioritisation of secretarial administrative tasks. This will include administration and secretarial support to enable provision of patient care and specialty services.

Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of an Administrative Support Team and will report to the Lead Coordinator.

The proposed interview date is 17th November

Main duties of the job

Supervision and management of the breast secretary team on a daily basis.

To assist in recruitment and retention of administrative staff and ensure appropriate induction, training and support.

To undertake appraisals and ensure all administrative staff have

Personal Development Plans and receive appropriate training.

To manage staffing issues such as sickness absence and time-keeping

To communicate relevant information to staff and have regular team meetings.

Ensure that the team is aware of relevant Trust policies and procedures relating to service delivery.

Full details are in the job description.

About us

We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.

With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.

As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.

Job responsibilities

• Supervision and management of the breast secretary team on a daily basis
• To manage service cover, co-ordinating leave and distributing workloads evenly among team members
• To assist in recruitment and retention of administrative staff
• To ensure all new staff receive appropriate induction, training and support
• To undertake appraisals and ensure all administrative staff have Personal Development Plans and receive appropriate training
• To undertake and participate in any training and coaching activities for the allocated staff
• To manage staffing issues such as sickness absence and time-keeping
• To communicate relevant information to staff and have regular team meetings.
• To ensure that all breast secretary procedures are adhered to and updated appropriately
• To liaise with consultant teams, secretaries and other units e.g. with regard to patient queries.
• To have an overview of the clinic letters that are required, have been generated and those requiring approval prior to being sent and to actively manage the process of clinic letters
• To ensure all paper documentation is appropriately stored by all staff.
• To alert the Lead Coordinator in a timely fashion of any potential problems or risks to the service.
• Ensure that the team is aware of relevant Trust policies and procedures relating to service delivery
• Support the development of new processes for the service with a view continuously improving the patient experience including participating in quality improvement project work as required.
• Works with Lead Coordinator to create and prepare reports relating to service delivery and performance and recommends actions where areas of improvement are identified.
• To supervise the implementation of all newly introduced systems, which are aimed at improving secretary services
• MDT outcomes ensuring all action points are dealt with, MRIs / PET CTs / secondary procedures are requested in order to avoid delay

Transcription

Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts

Outcomes, Results and Clinics

• Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc., to ensure that RTT guidelines are achieved for patients.
• Overseeing and managing inpatient waiting lists for alongside the utilisation of theatre lists.
• Checking of clinic outcomes to ensure accuracy

Qualifications, Knowledge and Experience

• Educated to GCSE Grade C or above Math and English
• Medical Secretary Supervisor Experience
• Accurate typing and audio skills
• IT experience in Microsoft Office
• Experience or qualification in medical terminology
• Proven organisational skills
• Excellent interpersonal skills
• Ability to work flexibly with a team

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

Gloucestershire Hospitals NHS Foundation Trust

£28,392 to £31,157 a year(pa, pro rata if part-time)