The Royal Orthopaedic Hospital NHS Foundation Trust

Medical Secretary

The closing date is 28 April 2026

Job summary

To work flexibly as part of a team providing full and comprehensive secretarial administrative support for the Clinicians and Medical Secretaries in the Pain and MSK Service, in accordance with National targets and the Trust's Patient Access Policy.

Undertaking a range of secretarial and administrative duties for the services, to ensure patients' health records are maintained to the highest standard. To ensure appointments and supporting clinic correspondence are sent to patients and other medical professionals in a timely manner. All contact with patients will be dealt with effectively and efficiently. The use of various IT systems and packages will be pivotal to this role, including PAS, TPro (digital dictation system) and Microsoft Office packages.

Main duties of the job

Toassistwith the typing of all correspondence relating to outpatient and in patients, as well as typing departmental correspondence.

Regularly liaising withClinical Service Support Managerto ensure departmental key performance indicators are achieved.

ManagingClinician's diaries

Arrange patients follow up appointments(scan reviews)as required using PAS system and liaison withappropriate departments.

Receive enquiries from patients and staff, resolving enquiries of a more complex nature and dealing with asappropriate.

Liaise professionally with all departmentsregardingadmissions, waiting lists, ad and cancellations ensuring hospital policies are adhered to.

To provide cross cover for secretarial team during annual leave and sickness.

Tovalidateweekly primary targeting list (PTL) as delegated by theClinical Service Support Manager

Co-operating in the introduction of new procedures,policiesor technology,assistingmanagers in its implementation.

To set up andmaintainfiling systems ensuring all documents are accurately and are appropriately archived.

Receive phone calls from patients,relativesandGP's.Ensure they are dealt within a timely manneror passed to theappropriate secretaryasrequired,maintainingthe highest possible customer care at all times.

About us

The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.

Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.

The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.

We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.

The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.

If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.

Date posted

14 April 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per annum pro rata if part time

Contract

Permanent

Working pattern

Part-time

Reference number

303-7884175

Job locations

The Royal Orthopaedic NHS Foundation Trust

Bristol Road South

Northfield. Birmingham

B31 2AP

Job description

Job responsibilities

Ensure regular data cleansing is carried out on Trust systems such as PAS and Theatreman asrequired.

To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology/imaging and urgent telephoned results and all results are filed in the patients records.

Compiling andmaintainingup-to-datemedicalsecretary supportjob planorcover for secretarial team.

To take responsibility for patients notes in the office.To implement secretarial and administrative policies to track medical records and referral letters using the Patient Administration System.

To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence.

Toparticipatein appraisals and personal reviews and work to achieve agreed setobjectives.

Toparticipateinappropriate trainingand development activities.

To conduct staff appraisals, as delegated by theSecretarial TeamLeader

Any other duties agreed with the Secretarial Team Leader.

Full job description added as a supporting document.

Job description

Job responsibilities

Ensure regular data cleansing is carried out on Trust systems such as PAS and Theatreman asrequired.

To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology/imaging and urgent telephoned results and all results are filed in the patients records.

Compiling andmaintainingup-to-datemedicalsecretary supportjob planorcover for secretarial team.

To take responsibility for patients notes in the office.To implement secretarial and administrative policies to track medical records and referral letters using the Patient Administration System.

To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence.

Toparticipatein appraisals and personal reviews and work to achieve agreed setobjectives.

Toparticipateinappropriate trainingand development activities.

To conduct staff appraisals, as delegated by theSecretarial TeamLeader

Any other duties agreed with the Secretarial Team Leader.

Full job description added as a supporting document.

Person Specification

Education/Training

Essential

oAMSPAR or equivalent qualification oRSA Stage 3 typewriting, word processing or equivalent oKnowledge of Microsoft Office Packages and other IT skills acquired through training and practical experience. oKnowledge and extensive experience using various patient healthcare systems, including the Patient Access System. o Grade 4 GCSE (C and above) or equivalent oBasic numeracy or literacy qualifications oEvidence of self-development e.g. continuing professional development portfolio oWillingness to undertake any training required to enable further development of the role/function

Desirable

oNVQ Business Administration or equivalent

Experience and Attainments

Essential

oSecretarial/ support secretarial/administration experience, preferably in healthcare oExperience audio-typing oCustomer care experience oSecretarial procedures oKnowledge of software programmes oExcellent understanding of general office working procedures oGood understanding of medical terminology

Desirable

oNHS or public sector experience

Skills

Essential

oExcellent command of English oApproachable and supportive towards colleagues oSound decision-making skills oHigh standard of grammar and spelling oAble to prioritise oWell organised oEmpathetic approach to managing and resolving enquiries oSupportive team member oPatient focussed oCalm and confident oAble to communicate sensitively and tactfully with patients and carers oAble to concentrate for long periods, while transcribing audio tape oUnderstands the limits of own responsibilities

Desirable

oMinute taking oTouch typing

Personal Qualities

Essential

oPunctual and professional oFlexible attitude oSelf-motivated, enthusiastic and accessible

Desirable

oMust be able to demonstrate behaviours consistent with the Trust's values

Special Requirements

Essential

oThe post-holder will be required on occasions to perform tasks outside of the designated department, therefore flexibility is key. For example, covering secretarial roles in other departments

Knowledge

Essential

oKnowledge of RTT pathway, Understanding of medical terminology, Understanding of confidentiality and data protection issues

Desirable

oKnowledge of NHS policies oKnowledge of the Trusts' values

Person Specification

Education/Training

Essential

oAMSPAR or equivalent qualification oRSA Stage 3 typewriting, word processing or equivalent oKnowledge of Microsoft Office Packages and other IT skills acquired through training and practical experience. oKnowledge and extensive experience using various patient healthcare systems, including the Patient Access System. o Grade 4 GCSE (C and above) or equivalent oBasic numeracy or literacy qualifications oEvidence of self-development e.g. continuing professional development portfolio oWillingness to undertake any training required to enable further development of the role/function

Desirable

oNVQ Business Administration or equivalent

Experience and Attainments

Essential

oSecretarial/ support secretarial/administration experience, preferably in healthcare oExperience audio-typing oCustomer care experience oSecretarial procedures oKnowledge of software programmes oExcellent understanding of general office working procedures oGood understanding of medical terminology

Desirable

oNHS or public sector experience

Skills

Essential

oExcellent command of English oApproachable and supportive towards colleagues oSound decision-making skills oHigh standard of grammar and spelling oAble to prioritise oWell organised oEmpathetic approach to managing and resolving enquiries oSupportive team member oPatient focussed oCalm and confident oAble to communicate sensitively and tactfully with patients and carers oAble to concentrate for long periods, while transcribing audio tape oUnderstands the limits of own responsibilities

Desirable

oMinute taking oTouch typing

Personal Qualities

Essential

oPunctual and professional oFlexible attitude oSelf-motivated, enthusiastic and accessible

Desirable

oMust be able to demonstrate behaviours consistent with the Trust's values

Special Requirements

Essential

oThe post-holder will be required on occasions to perform tasks outside of the designated department, therefore flexibility is key. For example, covering secretarial roles in other departments

Knowledge

Essential

oKnowledge of RTT pathway, Understanding of medical terminology, Understanding of confidentiality and data protection issues

Desirable

oKnowledge of NHS policies oKnowledge of the Trusts' values

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

The Royal Orthopaedic Hospital NHS Foundation Trust

Address

The Royal Orthopaedic NHS Foundation Trust

Bristol Road South

Northfield. Birmingham

B31 2AP

Employer's website

https://www.roh.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

The Royal Orthopaedic Hospital NHS Foundation Trust

Address

The Royal Orthopaedic NHS Foundation Trust

Bristol Road South

Northfield. Birmingham

B31 2AP

Employer's website

https://www.roh.nhs.uk/ (Opens in a new tab)