Job Summary
We are looking to recruit an enthusiastic and motivated Band 4 part‑time Medical Secretary Supervisor (37.5hrs per week) to join our friendly secretarial team within the Gastroenterology Department at the University Hospitals Birmingham NHS Foundation Trust. The post will be based on Queen Elizabeth Hospital Birmingham site.
This is an exciting opportunity for an individual who relishes a challenge and is keen to use their own initiative. Success requires a key member of the Secretarial Team, providing a professional and high quality secretarial (including minute taking) and administrative service at all times. The role involves audio typing, handling medical terminology, managing waiting lists, booking admissions/appointments, importing documentation into electronic patient records, liaising with patients and colleagues, and supporting the consultant and the department to deliver best care.
Key Responsibilities
- Provide a professional and high quality secretarial and administrative service, including minute taking.
- Audio type letters and other documents requiring accurate transcription of medical terminology.
- Book admissions and appointments, manage waiting lists and schedule consultant appointments.
- Import documentation into electronic patient records.
- Liaise with patients, consultants and colleagues internally and externally.
- Plan and manage own workload to support consultants and wider team.
- Maintain confidentiality of medical records.
- Use MS Office and other IT systems effectively.
Person Specification
Qualifications (Essential)
- Good general education (e.g., GCSE English and Maths, Level 9‑4).
- Business Administration NVQ Level 3 or equivalent experience in a clerical environment.
- AMSPAR Certificate or equivalent qualification, or equivalent knowledge of medical terminology.
Experience (Essential)
- Experience as a Medical Secretary.
- Experience in a public/customer service role.
- Proficient with Microsoft Office packages (Word, Excel, Outlook).
- Experience using IT systems within healthcare.
- Good organisational and multi‑tasking skills.
- Ability to work under pressure, meet deadlines and use own initiative.
Additional Criteria (Essential)
- Excellent communication and customer‑care skills, both written and verbal.
- Good keyboard and IT skills.
- Strong organisational, time‑management and multi‑tasking abilities.
- Professional handling of enquiries from staff, patients and visitors.
- Problem‑solving skills and attention to detail.
- Ability to work effectively and flexibly as part of a team.
- Confident dealing with people at all levels and demonstrating an understanding of equality and diversity.
- Demonstrates care, compassion, reliability, motivation and commitment.
- Ability to travel to multiple sites.
Desirable
- Experience working in a busy environment.
- 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 a submission for Disclosure and Barring Service (formerly CRB) check will be required.
Pay and Contract
- Band 4 – £28,392.00 to £31,157.00 yearly.
- Permanent contract.
- Working pattern: Full‑time, flexible working.
- Reference number: 304-1101721.
- Job location: Queen Elizabeth Hospital, Mindelsohn Way, Birmingham, West Midlands, B15 2TH.
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