University Hospitals Birmingham NHS Foundation Trust

Band 4 Medical Secretary Supervisor - Cardiology

The closing date is 27 July 2025

Job summary

This is an exciting opportunity for an individual who relishes a challenge and is keen to use their own initiative. The applicant must be able to work under pressure and have excellent problem-solving and time management skills to meet competing priorities.

The successful post holder should have a proactive and friendly attitude and be able to meet the main duties of the role as identified in the job description.

You will be required to work to a high standard of accuracy and be able to demonstrate initiative in planning your own workload in a way that supports the consultant and wider team. You must possess excellent organisational skills and be experienced in dealing with confidential information.

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.

This is an 8-month secondment/fixed term position for 30 hours a week.

Previous secretarial & audio typing experience is preferred. The successful candidate will have a good standard of English and be confident about using MS Office as well as other software applications.

For informal enquiries and/or visits, please contact Alisha Fernandes, Cardiology Office Manager on 0121 371 7624 or via email on alisha.fernandes@uhb.nhs.uk.

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. To organise case conferences, seminars and travel arrangements and assume responsibility for the daily management of the medical team diary. All work to be carried out on own initiative, without direct supervision and to tight deadlines, in order to achieve Trust standard and targets

*Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales

*Prioritise own workload to meet the needs the service user

*Liaise with staff and service users

*Provide excellent telephone skills. Accurately record telephone messages and other enquiries and refer as appropriate

*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

*Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation, e.g. aggressive or demanding behaviour

*To provide day to day supervision to Administrators/Coordinators and Clerical Staff and plan staff rota and cover as required

*Provide reciprocal cover for secretarial team during annual leave and sickness absence.

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.

Date posted

18 July 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Fixed term

Duration

8 months

Working pattern

Part-time, Flexible working

Reference number

304-1094809

Job locations

Queen Elizabeth Hospital

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

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

Queen Elizabeth Hospital

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

Employer's website

https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)

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 (Opens in a new tab)