University Hospitals Birmingham NHS Foundation Trust
Band 3 Medical Secretary - Obstetrics & Gynaecology
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Job Summary
Exciting opportunity to join the Obstetrics & Gynaecology Department as a Band 3 Medical Secretary, offering structured on-the-job training and the opportunity to develop new skills.
The successful candidate will provide comprehensive secretarial support to Consultants and Clinical Nurse Specialists and their teams, with particular responsibility for audio typing of clinic letters, discharge summaries, general correspondence and reports. The role also includes providing essential administrative support to the wider department and clinical team.
The post holder will act as an empathetic and sensitive point of contact for patients, relatives, and carers, undertaking duties under the direction of the Medical Secretary Supervisor.
Main Duties, Tasks & Skills Required
- Provide comprehensive secretarial and administrative support to Consultants and the wider clinical team. Duties include audio typing and copy typing of clinic letters, discharge summaries, results, medical reports, and complaint responses, requiring knowledge of medical terminology. Some content may be sensitive or distressing.
- Arrange patient appointments, theatre, and day-case admissions, both independently and under supervision.
- Manage incoming calls, respond to clinical and non-clinical enquiries using initiative, and escalate appropriately when required.
- Ensure all clinic correspondence is completed and issued within agreed timescales. Open, prioritise, and action incoming post daily. Input and retrieve patient data accurately using Trust IT systems, maintaining strict confidentiality in line with Data Protection and Caldicott principles.
- Organise and prioritise workload to meet deadlines, including tracking investigation results and taking appropriate action with guidance from the clinical team. Support colleagues during periods of pressure.
- Maintain accurate filing systems, scan and upload documentation, and ensure all information is kept up to date and of high quality.
- Support service improvements, new systems, and ways of working, and provide cross-cover for the secretarial team during periods of absence.
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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 (e.g. GCSE English and Maths A-C) GCSE Level 9-4
- Business Administration NVQ level 3 or equivalent experience in a clerical environment
Desirable
- AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology
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Experience
Essential
- 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
Desirable
- Experience of working in a busy environment
- Experience of working in Healthcare
Additional Criteria
Essential
- 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
Sarah Ward
01214243727
Pay scheme
Agenda for Change
Band
Band 3
Salary
£25760.00 to £27476.00 Yearly
Contract
Permanent
Working pattern
Full-Time, Flexible Working
Reference number
304-9013948
Job locations
Trustwide
Mindelsohn Way
Birmingham
West Midlands
B15 2TH
Attachments
Job Description
Band 3 Medical Secretary JD PS.pdf – 509KB Opens in a new window
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