Band 3 Medical Secretary

University Hospitals Birmingham NHS Foundation Trust

The closing date is 23 January 2026

We are looking for 3 full time Medical Secretaries to join our small friendly teams in Respiratory Medicine at Heartlands and Birmingham Chest Clinic.

Our medical secretaries provide a highly valued service so we are looking for individuals who have experience and a proven track record of working as a secretary or someone who has admin experience within healthcare; along with accurate audio-typing skills at a minimum of 40 wpm; you should have excellent communication skills, be well organised & able to multi-task. You will need to stay calm under pressure with the flexibility to respond to any changing service demands at short notice.

You should have a good working knowledge of MS Office & be able to pick up new IT systems quickly. Understanding of the RTT pathway, medical terminology and experience of managing waiting lists would be an advantage.

This post is 37.5 hours across 5 days, Monday to Friday -- Core hours.

Please note whilst the trust offers sponsorship, this role is unfortunately not eligible for visa sponsorship under the UK skilled worker visa route. This is due to the position not meeting the minimum salary threshold.

• To type clinic letters and reports from audio dictation.
• To book, reschedule and cancel appointments/clinics.
• To monitor waiting lists & clinic capacity.
• To produce accurate correspondence in a timely manner.
• To maintain & track results of patient investigations and on receipt, prioritise & action according to clinical need with guidance from the medical team.
• To maintain Consultant diaries as required.
• To open post and action accordingly.
• Providing a first point of contact (face to face, telephone & email) for patients, colleagues and other health care professionals.
• Process referrals accordingly.
• Updating and inputting of patient information on to the appropriate systems and spreadsheets.
• Scanning documents as required to patient records.
• To be able to organise daily workload and prioritise tasks to meet timescales & deadlines.
• Completing necessary actions required from correspondence and any requests received.
• And any other work as defined in the job description.

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 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

• 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

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.

University Hospitals Birmingham NHS Foundation Trust