Band 3 Medical Secretary
The closing date is 01 May 2026
To provide secretarial support to Consultants and their teams with particular responsibility for digital 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. Arranging patients' appointments as required under direction of the Medical Secretary Supervisor.
* Arranging for patients to be seen for theatre/day case admissions when required and directed by the Medical Secretary Supervisor.
* To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries of a clinical and non-clinical nature.
* Ensure that clinic letters and discharge summaries are sent out in accordance with the locally agreed time limits.
* To maintain the Consultant's diaries as required.
* Input and look up patient data on Trust IT systems in accordance with Trust policy. To ensure Consultant's post is opened daily and dealt with accordingly.
* Arrange meetings and appointments as necessary.
* To assist colleagues as directed by the Medical Secretary Supervisor in times of pressure of work.
* Liaise with staff and service users.
* Provide excellent telephone skills. Accurately record telephone messages and other enquiries and refer as appropriate.
Main duties of the job
* Provide a point of contact for patients/relatives/carers, GPs and other health care professionals who can be emotional and highly distressed, ensuring that any language/communication barriers are overcome.
* Provide effective communication and problem solving both face to face and via telephone.
* Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation, e.g. aggressive or demanding behaviour.
* Attend admin team/departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively.
* To manage and progress results of patient investigations and on receipt, prioritise and action according to clinical need, with guidance from the medical team.
* Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales.
* 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/Good keyboard / IT skills.
* Experience of working in a busy environment.
* Experience of working in Healthcare.
* 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.
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.
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.
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