Job summary An exciting and challenging opportunity has arisen for a Band 4 Medical Secretary to join our friendly Renal Medicine Secretarial and Admin Team based at BHH. The successful post holder will work as part of a team delivering comprehensive patient administration for our specialty services. This will incorporate support for Consultants in the delivery of their workload as well as a liaison for the services they provide including out-patient clinics, procedures, imaging, and waiting list management to support RTT flow. As part of this role the postholder will be responsible for the support and supervision of Band 3 Medical Secretaries. As the first point of contact for people engaging with the clinical service and working in conjunction with colleagues, patients, service users and internal and external stakeholders. This will require excellent communication skills, and comprehensive support to clinical services, ensuring this is patient focused and patients receive a compassionate and professional service. The role demands excellent prioritisation skills, problem-solving abilities and a collaborative approach. You will need to be resilient, flexible to changing daily priorities and remain calm under pressure. In return you will receive an excellent support network, training opportunities and a real chance to excel within a highly motivated team. It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times. 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. 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 a point of contact for GPs and other Health Care Professionals and also patients/relatives/carers, who are often highly emotional and high distressed ensuring that any language or other communication barriers are overcome To understand the patient pathway and provide information and reassurance in a professional manner. Deal with queries and instigate appropriate action, as appropriate to the complex and sensitive nature of the information involved Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce clinical letters and other relevant correspondence. Daily use of hospital intranet to provide information for Consultants, GPs and patients on forthcoming appointments, admissions and results of investigations To provide day to day supervision to secretaries/clerical officers, allocating and monitoring work on a daily basis. Provide and be responsible for the training of the team 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 23 October 2024 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 304-9001620PM Job locations Heartlands Hospital Bordesley Green E Birmingham West Midlands B9 5SS 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 Desirable Experience of working in a busy environment 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 Desirable Ability to work under pressure and deal with stressful situations 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 Desirable Experience of working in a busy environment 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 Desirable 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. Employer details Employer name University Hospitals Birmingham NHS Foundation Trust Address Heartlands Hospital Bordesley Green E Birmingham West Midlands B9 5SS Employer's website https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)