Gloucestershire Hospitals NHS Foundation Trust
Colorectal Secretary Supervisor, Band 4
The closing date is 16 June 2026
The post holder will be responsible for the supervision and line management of a varied and efficient secretarial team who provide a typist and administration service to a specialist clinical team. The team consists of secretaries, administration staff and apprentices.
The post holder will also provide an efficient, confidential and professional secretarial service to one consultant. This includes 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 clinician.
The post holder will be responsible for ensuring that resources within the team are used appropriately to provide a full service to the clinical team. Building relationships with clinical colleagues is a key part of this role to understand the service and work together to deliver a high standard of administration and secretarial support.
The post holder will be responsible for the team achieving both national and local targets related to typing and administration where relevant.
The post holder will be required to work as part of a team with the specialty co‑ordinator(s) and provide cross cover for annual leave and absences where necessary.
Main duties of the job
* Line management/supervisory responsibility of non-clinical staff and responsibility for one clinician.
* Identify and provide training, education and development of staff within the team.
* Oversee the quality and accuracy of administration tasks and typing standards.
* Minor budgetary responsibilities.
* Creating a culture of positivity and collaborative working within the team.
* Ensuring diversity and inequalities are understood and supported within the team environment.
* Managing the pathway for patients referred in under the two‑week wait ensuring they are monitored to minimise/avoid breach.
* Carrying out regular review and administrative validation of the clinician's return outpatient wait list.
* Supporting the achievement of Trust performance by ensuring administrative standards are met e.g. typing times, test results passed to clinician and any potential 52 week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach.
* Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trust's 8 week annual/study leave policy.
About us
An exciting opportunity has arisen in the Surgical Division for a Secretary Supervisor based in the GI Surgery Department. The post will be based at Gloucestershire Royal Hospital predominantly but on occasions may require cross site cover.
We are looking for an enthusiastic and motivated individual who can manage the fluctuating demands of a busy Consultant Surgeon within the GI Surgery department and the daily supervision of Band 3 Secretaries. We are looking for an individual who has experience and a proven track record of working as a Secretary preferably within a healthcare environment. Along with accurate audio‑typing, good organisational skills and the ability to multi‑task and work under pressure, we are looking to appoint an individual who is able to take a lead role and be responsible for the day‑to‑day training and supervision of other secretaries. We are looking for someone who will be proactive, and have the confidence within this role to troubleshoot any day‑to‑day issues or concerns as and when they arise. You must be confident in your ability to lead others, monitor and review workloads and productivity whilst still carrying out a full Medical Secretarial role.
Job responsibilities
For more detailed information, please see the job description attached for main duties and responsibilities of the role.
Person Specification
We are seeking a candidate who meets the following qualifications, experience, and knowledge/skills requirements.
Qualifications
* Educated to GCSE grade C or above (or equivalent) in literacy and numeracy.
* RSA Level three/Speed typing qualification or demonstrable experience (minimum 60 wpm).
* NVQ level three in administration or equivalent experience.
Experience
* Experience of working as a secretary.
* Appropriate experience in a hospital or office environment.
* Understanding and previous experience in medical terminology.
* IT experience of Microsoft Office packages.
* Experience of supervising a staff team / leading a team.
Knowledge / Skills
* Able to prioritise own workload and that of others as appropriate.
* Personally resilient and able to manage complexity and work in an ambiguous or changing environment.
* Excellent presentational, communication and interpersonal skills.
* Good command and understanding of English, punctuation and grammar.
* Knowledge and awareness of health and safety issues, risk management, and data protection act.
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)
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