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Band 3 Medical Secretary
The closing date is 16 June 2026
An opportunity has arisen for 2 x 37.5 hours Medical Secretaries to support the Respiratory Specialist Teams at Heartlands. You will be expected to provide a comprehensive secretarial and administrative service within this very busy department. This role will entail working closely with our Clinical teams to provide safe and effective management of patients; you will be the first point of contact so you should also possess excellent communication skills.
Our Medical Secretaries provide a highly valued service so we are looking for an individual who has significant experience and a proven track record of working as a Secretary/Administrator preferably within a healthcare environment; along with accurate audio‑typing skills; you should be well organised, be able to multi‑task, and stay calm under pressure with the flexibility to respond to any changing service demands at short notice. You should also have knowledge and have worked with MS Office and be able to pick up new IT systems quickly.
Duties will include audio typing of clinical and admin letters; booking, rescheduling & cancelling of appointments/clinics; dealing with patient phone calls; tracking and chasing results; arranging meetings, taking minutes; record‑keeping; inputting of data, and any other secretarial/admin tasks within the job description.
We are seeking to appoint motivated and enthusiastic individuals who are proactive and confident within this type of role to troubleshoot any day‑to‑day issues as and when they arise.
Main duties of the job
Shortlisted candidates will be invited to complete tests at the initial stage and if successful will be invited to interview.
Full secretarial service to include: dealing with telephone enquiries, accurately recording telephone messages and other enquiries and refer as appropriate; actioning emails; to touch type from audio dictation and produce clinical letters to a high standard including reports; arranging, cancelling, rescheduling of appointments to include the setting up and cancelling down of clinics; monitoring of clinic capacity and partial booking waiting lists; setting up meetings; taking minutes; scanning of documents; dealing with post; tracking and chasing patient results and on receipt, prioritise and action according to clinical need, with guidance from the medical team; inputting and looking up data on IT Trust systems; tracking prescriptions, and DVLA requests; and any other admin duties as defined in the job description.
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 responsibilities
Please Note : For a detailed job description for this vacancy, please see attached Job Description
Qualifications
* 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
Experience
* Experience of dealing with the Public/Customer service experience
* Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
* Experience of using IT systems
* Experience of working in a busy environment
* Experience of working in Healthcare
Additional Criteria
* Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
* Good organisation skills and ability to multitask
* 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
* Demonstrates reliability, motivation and commitment
* Ability to travel to multiple sites
* 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.
Employer name
University Hospitals Birmingham NHS Foundation Trust
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