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 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.
Main duties of the job
1. Provide excellent telephone skills. Accurately record telephone messages and other enquiries and refer as appropriate.
2. To provide a point of contact for patients/relatives/carers, GPs and other Health Care Professionals who can be emotional and highly distressed, ensuring that any language or other communication barriers are overcome.
3. Provide effective communication and problem solving both face to face and via telephone.
4. Be sympathetic and sensitive to the requirements of staff and service users when communicating by telephone or face to face, including dealing with difficult situations, e.g. aggressive or demanding behaviour.
5. Attend admin team / departmental meetings on a regular basis.
6. Ability to make decisions and take actions relating to enquiries.
7. Organise own day-to-day work tasks showing an ability to prioritise to achieve set timescales.
8. Work collaboratively as part of an integrated team.
9. Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct.
10. Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services.
11. To carry out any other secretarial duties including faxing, photocopying, emailing, maintaining and arranging repair of office equipment where necessary.
12. Provide reciprocal cover for the secretarial team during annual leave and sickness absence.
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; offering 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 reaches their true potential, achieves their ambitions and thrives 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 that 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
26 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
304-1091182
Job locations
Queen Elizabeth Hospital
Mindelsohn Way
Birmingham
West Midlands
B15 2TH
Person Specification
Qualifications Essential
* 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
* 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:
Queen Elizabeth Hospital
Mindelsohn Way
Birmingham
West Midlands
B15 2TH
Employer's website
https://www.uhb.nhs.uk/jobs.htm
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