University Hospitals Birmingham NHS Foundation Trust
Band 3 Medical Secretary - Ophthalmology
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Job Summary
To provide secretarial support to consultants and their teams with particular responsibility for audio typing clinic letters, discharge summaries, general copy typing correspondence, minutes and reports. To provide administrative support to the department/Clinical Team.
The post holder will provide an empathic and sensitive point of contact for patients/relatives and carers, undertaking work under the direction of the Medical Secretary Supervisor.
There are 2 posts available
- 1 x permanent post 37.5 hours per week
- 1 x part time post 22.5 hours per week
Main Duties, Tasks & Skills Required
- Communicate effectively and professionally with patients, relatives, carers, colleagues and external organisations, using telephone, email, written correspondence and face-to-face contact.
- Act as a point of contact for routine enquiries, taking accurate messages, providing appropriate information and escalating complex, urgent or sensitive matters to the relevant member of staff.
- Provide and relay non-clinical information to patients and staff, ensuring clinical queries, concerns and requests for advice are referred to the appropriate clinician.
- Liaise with clinical teams, Band 4 Medical Secretaries, Office/Operational Managers, administrative colleagues, GPs and other healthcare professionals to support the smooth running of the service.
- Maintain strict confidentiality when handling patient information, clinical correspondence and sensitive service matters, adhering to GDPR, Trust policies and professional standards.
- Demonstrate a calm, courteous and compassionate approach when communicating with patients or relatives who may be anxious, distressed or challenging.
- Work as part of the wider multidisciplinary and administrative team, sharing information appropriately and contributing to effective teamwork and continuity of support.
- Ensure written and verbal communication is accurate, clear and timely, supporting safe and efficient patient administration and service delivery.
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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
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
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- 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
- Ability to problem solve
- Understand confidentiality and apply the principles
- Ability to pay attention to detail where there are predictable interruptions to the work pattern
- Ability to deal with stressful situations and sensitive.
- 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
Meisha Davies
07792761332
Pay scheme
Agenda for Change
Band
Band 3
Salary
£25760.00 to £27476.00 Yearly
Contract
Permanent
Working pattern
Part-Time, Full-Time, Flexible Working
Reference number
304-9018157
Job locations
Solihull Hospital
Lode Ln
Solihull
West Midlands
B91 2JL
Attachments
- Job Description
- [JD PS.pdf – 457KB](Opens in a new window)
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