Main area Gynaecology Grade NHS AfC: Band 4 Contract Fixed term: 12 months (Maternity Leave Cover) Hours Full time - 37.5 hours per week Job ref 407-WCCSS-7618755
Employer Walsall Healthcare NHS Trust Employer type NHS Site Manor Hospital Town Walsall Salary £27,485 - £30,162 per annum Salary period Yearly Closing 02/03/2026 23:59 Interview date 13/03/2026
Medical Secretary Gynaecology
NHS AfC: Band 4
Walsall Healthcare NHS Trust provides integrated acute and community Healthcare in the West Midlands serving a population of 260,000 residents. Walsall Manor Hospital houses the full range of district general hospital services. The £170 million development was completed in 2010 and we are continually upgrading. Construction of the new integrated critical care unit was completed in 2018, extension of a Neonatal Unit and an approved plan to build a brand new, state of the art Emergency Department which commenced in 2021
We provide high quality, friendly and effective community health services from multiple sites covering Walsall. Our multidisciplinary services include rapid response and homebased care, so that those with long term conditions and the frail elderly can remain in their own homes.
We are recommended by colleagues as a place to work which is supported by the trusts values to work as part of a team, being respectful, compassionate and professional. We are committed to investing in our workforce
Following our recent CQC visit the Trust was rated as outstanding for care and this has been recognised by NHS Improvement.
The work we do is highly rewarding, and in addition to an attractive salary, we offer a valuable range of benefits, including: salary sacrifice scheme; car leasing scheme; on-site staff accommodation (subject to availability); the ability to retain your NHS pension (where applicable) or the opportunity to join an alternative scheme; and the opportunity to develop and implement your expertise in an encouraging yet challenging environment
We would particularly welcome applications from people from a Black, Asian and Minority Ethnic background and from people with a disability; these groups are currently under-represented at senior level, we value diversity within our Trust and are working to achieve equality in our recruitment.
COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment at this time, we do encourage our staff to get vaccinated. We will be checking the vaccination status of all new starters so that we can manage individual and environmental risks, and so that we can support those who may be undecided about vaccination. If you are unvaccinated there is helpful advice and information at COVID-19 Vaccination | How to access your vaccine in the Black Country and West Birmingham (blackcountryandwestbirmccg.nhs.uk ) where you can also find out more about how to access vaccination. There is a current Government consultation underway which will determine whether some new starters may need to be vaccinated.
Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant. The Trust currently holds the Bronze Award which underlines the Trust’s commitment to supporting the Armed Forces Community. As an organisation, we are aiming to achieve the next level Silver award, with our sights firmly on Gold.
RESPECT - COMPASSION - TEAMWORK - PROFESSIONALISM
Job overview
The Walsall Healthcare NHS Trust has a vacancy for a full time (37.5 hours) Medical Secretary to work within the Gynaecology Department. The vacancy will be a fixed term contract for 12 months to cover maternity leave.
To provide comprehensive secretarial and administration support, handling first line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians.
PLEASE NOTE, WE MAY CLOSE THIS VACANCY EARLY IF WE RECEIVE HIGH NUMBERS OF APPLICATIONS.
Main duties of the job
To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
Please also refer to the Job Description attached.
Working for our organisation
The Division of WCCSS has a vacancy for a full time (12months fixed term) Medical Secretary to work within the Gynaecology department.
We are looking for a highly motivated individual to provide comprehensive administrative and clerical support to the Gynaecology Department as directed by the Care Group Support Manager/Deputy Care Group Manager. The successful candidate must be able to work using their own initiative, and also as part of a busy team. Good communication skills are essential as the post holder will need to liaise directly with patients, consultants and other hospital staff. A working knowledge of the Trust internal systems would be an advantage.
This advert will close early if we receive a high volume of applicants
Detailed job description and main responsibilities
Job Summary and Main responsibilities
To provide comprehensive medical secretarial and administration support, handling first line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians.
Key Responsibilities
* To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
* Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.
* To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
* Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.
* Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
* Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.
* Managing own workload, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures, referring to Manager where appropriate.
* Ordering and maintaining office supplies and stationery, and other stock items as appropriate. This may include cash handling and the authorisation of requisitions within agreed limits.
* Have responsibility for adhering to all relevant Trust policies, and ensuring that team members do likewise, and proposing practice changes within own area/department.
* General office duties, including incoming and outgoing mail, e-mail, photocopying. Participate in housekeeping of office environment.
Person specification
KNOWLEDGE
* Advanced knowledge of specialist medical terminology and secretarial procedures, many of which are non-routine
* Clear understanding of confidentiality and data protection issues
* Educated to GCSE/O Level standard/equivalent RSA/OCR Level II or equivalent
* Knowledge of internal PAS system
* AMSPAR/Medical Terminology Qualification
Experience
* Excellent knowledge of the full range of Microsoft Office Programmes (i.e. Word/Outlook/Excel/PowerPoint)
* Experience working in an NHS office environment
* Experience dealing with non-routine issues such as problem solving, developing alternative or additional administrative procedures.
* Flexible approach in order to meets the needs of the department
Skills
* Able to use own initiative and able to work with limited supervision, managing and prioritising own workload
* Ability to accurately maintain computerised and manual filing/documentation system
* Excellent interpersonal and communication skills
* Evidence of effective communication with multi-disciplinary teams
Please note your application will be transferred from the NHS Jobs system to internal Walsall Healthcare Trac System. All correspondence will be sent via Trac
Following our recent CQC visit the Trust was rated as outstanding for care and this has been recognised by NHS Improvement.
** Please Note that this post may be identified as suitable and a preference given for Internal at Risk Employees**
We would particularly welcome applications from people from a Black, Asian and Minority Ethnic background and from people with a disability; these groups are currently under-represented at senior level, we value diversity within our Trust and are working to achieve equality in our recruitment.
IMPORTANT NOTE ON COMPLETION OF REFERENCE SECTION OF APPLICATION FORM
References from current and previous employers will be sought and must cover a minimum of 3 years employment. When completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover this period. Failure to complete this section may result in your application not being processed.
Please review the attached Job description and person specification carefully before applying to ensure that you meet the essential job requirements.
Candidates should be aware that, regardless of country of origin, their ability to communicate in written and spoken English to the standard required to carry out the post, will be assessed during the selection process.
Referee email addresses should be provided on your application form.
Following the closing date, if you have not heard from us within 6 weeks you may assume your application has been unsuccessful.
We reserve the right to close this job early. Interested applicants are therefore advised to apply as early as possible.
If a large number of applicants meet the essential criteria then random selection will be applied.
We are committed to operating flexible working practices wherever possible and committed to equal opportunities.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Please note this vacancy may close early due to high volume of applications
Name Emily Bissell
Job title Deputy Care Group Manager
Email address emily.bissell@nhs.net
Telephone number 01922 721172
Additional information:
Please use ext 3061
If you have problems applying, contact
Address: Walsall Healthcare NHS Trust
Pleck Road
Walsall
WS2 9PS
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