Band 4 Medical Secretary Supervisor

University Hospitals Birmingham NHS Foundation Trust

The closing date is 01 April 2025

Job summary

The post holder will provide a comprehensive and efficient secretarial service to the Consultant(s) and their medical team. By personally assisting with the administrative workload, the Medical Secretary -- Supervisor will enable the Consultant(s) to optimise clinical commitment. It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times.

The post holder will provide an empathic and sensitive point of contact for patients/relatives and carers. They will be responsible for the day to day training and supervision of other medical secretaries/clerical support workers.

Main duties of the job

*To provide a complete confidential general and medical secretarial service for the Consultant(s) and their medical team. To be responsible for the organisation of meetings, preparation of agendas and taking of minutes. To organise case conferences, seminars and travel arrangements and assume responsibility for the daily management of the medical team diary. All work to be carried out on own initiative, without direct supervision and to tight deadlines, in order to achieve Trust standard and targets

*To provide and receive complex information on a daily basis. To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries of a clinical and non-clinical nature.

*Good General Education (eg. 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.

About us

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

Date posted

25 March 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

304-1092865

Job locations

Queen Elizabeth Hospital

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person Specification

Qualifications

Essential

*Good General Education (eg. 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

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

Person Specification

Qualifications

Essential

*Good General Education (eg. 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

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

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.