University Hospitals Birmingham NHS Foundation Trust
Band 4 Medical Secretary Supervisor - Respiratory Medicine
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Job Summary
An exciting opportunity has arisen for a full-time Medical Secretary to join the Severe Asthma service within our busy Respiratory Medicine department on a fixed term basis for 12 months at Heartlands.
We are seeking enthusiastic, organised, and proactive individuals with previous experience in a medical secretarial role. The successful candidates will provide comprehensive administrative and secretarial support within a fast-paced clinical environment, ensuring high standards of patient care and efficient service delivery.
Essential Requirements
- Previous experience in a secretarial role
- Audio typing experience
- GCSE English and Maths (Grade C/4 or above)
- Good knowledge of Microsoft Office applications
- Excellent communication and organisational skills
- Ability to work independently and prioritise workloads effectively
- Proactive approach with strong attention to detail
Desirable
- Understanding of patient pathways and waiting list management within an NHS setting
This is an excellent opportunity for motivated individuals who enjoy working as part of a team and are committed to delivering a high-quality service to patients and clinical staff.
If you are organised, adaptable, and thrive in a busy environment, we would welcome your application.
Main Duties, Tasks & Skills Required
- Provide a comprehensive secretarial/admin service to consultants and team
- Produce accurate clinical letters using digital dictation, ensuring completion within timescales.
- Manage a busy consultant diary
- Act as a key point of contact for patients, clinicians, GPs, and external organisations, responding to telephone and email enquiries professionally.
- Coordinate outpatient appointments, clinics, investigations, and follow-ups, ensuring effective communication, monitoring waiting lists and clinic capacity, and tracking and actioning investigation results prioritising clinical need with medical guidance.
- Maintain accurate electronic patient records and databases in line with Trust policies and GDPR.
- Prioritise workloads effectively, working independently, and using initiative to meet deadlines in a fast-paced environment.
- Organise, schedule, and support departmental, operational, and clinical meetings.
- Prepare meeting agendas, compile supporting documentation, attend meetings, and take accurate minutes.
- Produce and distribute minutes and action log ensuring actions are completed.
- Assist with the planning, coordination, and delivery of educational events and regional meetings.
- Liaise with speakers, delegates, and venues, manage registrations, prepare event materials, and support logistics.
- Support service improvement initiatives, audits, and reporting requirements as requested.
- Work collaboratively with admin, secretarial, and clinical colleagues to ensure a high-quality service for all.
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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
- 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
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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
Jayne Cross
Email: Jayne.Cross@uhb.nhs.uk
Phone: 01214243202
Pay Scheme
Agenda for Change
Band
Band 4
Salary
£28392.00 to £31157.00 Yearly
Contract
Fixed Term
Duration
12 Month(s)
Working Pattern
Full-Time, Flexible Working
Reference Number
304-9019224
Job Locations
Heartlands Hospital
Bordesley Green E
Birmingham
West Midlands
B9 5SS
Attachments
- Job Description
- JD PS.pdf – 442KB Opens in a new window
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