Walsall Healthcare NHS Trust

Senior Medical Secretary

The closing date is 01 May 2026

Job summary

To provide comprehensive secretarial and administration support, handling first line enquiries from patients, relatives and staff and tracking investigations from the Emergency Department for an assigned group of clinicians.

Main duties of the job

To provide comprehensive administrative and secretarial support to the clinical team.This includes typing of letters, sending emails, monitoring and tracking investigations requested by the Emergency Department Consultants, to ensure patient safety netting and follow-up arrangements are in place. Taking & typing of minutes at meetings, discharge summaries and medico-legal reports.

Dealing with queries from patients and relatives

Dealing with correspondence from multidisciplinary teams including GPs practices and external agencies, including complaints and legal documents.

Managing diaries for Consultants where appropriate, arranging meetings

All administration duties including typing of letters, filing and post.

Supervision of junior staff

About us

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.

Date posted

17 April 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

407-MLTC-7735960-A

Job locations

Walsall Manor Hospital

Moat Road

Walsall

WS2 9PS

Job description

Job responsibilities

Key Responsibilities

1. To provide comprehensive administrative and secretarial support to the clinical team. This includes typing of letters, sending emails, monitoring and tracking investigations requested by the Emergency Department Consultants, to ensure patient safety netting and follow-up arrangements are in place. Taking & typing of minutes at meetings, discharge summaries and medico-legal reports.

2. Dealing with referrals and e-referrals queries, to ensure patients are promptly reviewed and appropriate follow up arrangements are in place, in line with patient pathways.

3. Obtaining medical notes to assist the clinical team with the management of queries, appointments, and audits.

4. Dealing with emails and correspondence from multi-disciplinary teams including GP practices and external agencies pathways. This may also include complaints and medical legal documents.

5. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.

6. Liaising with patients and relatives, providing routine information e.g. about referrals, appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.

7. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. e-referrals, appointments/ follow-up arrangements, arranging meetings, and managing diary commitments for clinical team.

8. Provide day to day supervision/management, mentoring and support, as well as on the job training to new or junior staff as required.

9. Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.

10. Managing own workload, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures, referring to Manager where appropriate.

11. Ordering and maintaining office supplies and stationery, and other stock items as appropriate. This may include cash handling and the authorisation of requisitions within agreed limits.

12. Have responsibility for adhering to all relevant Trust policies, and ensuring that team members do likewise, and proposing practice changes within own area/department.

General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.

* Any other duties required by line manager