University Hospitals Birmingham NHS Foundation Trust
Band 4 Medical Secretary Supervisor
Closing date is 14 July 2026
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 Band 3 medical secretaries/clerical support workers.
Main duties of the job
Provide a comprehensive and confidential medical secretarial service to Consultants and their teams, including diary management, organising meetings, preparing agendas, taking minutes, and coordinating clinics, theatre lists, and case conferences. Work independently, using initiative and judgement to meet deadlines and Trust targets.
Undertake audio and copy typing of complex documentation, including clinic letters, discharge summaries, reports, complaints, and medico-legal correspondence. This requires a strong understanding of medical terminology and the ability to manage sensitive or distressing content. Draft clear, empathetic patient correspondence where required.
Act as a key point of contact for patients, relatives, GPs, and healthcare professionals, handling complex or distressed enquiries with professionalism, sensitivity, and discretion. Manage patient pathways, including tracking and prioritising investigation results in line with clinical need.
Maintain accurate records using Trust IT systems, ensuring strict confidentiality. Sort and prioritise incoming correspondence and take appropriate action.
Provide supervision, training, and support to Band 3 staff, including workload allocation and appraisals. Contribute to service development, audits, and team working, provide cross-cover as required, and recognise and act on safeguarding concerns.
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 (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
- 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
- Experience of working in a busy environment
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, 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
- 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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