Job summary
We are looking for an organised, professional and compassionate Medical Secretary to join the busy Lower GI/Emergency General Surgery team. The role will include managing correspondence, arranging appointments, processing referrals, maintaining accurate patient records, preparing clinical documentation and responding to telephone and email enquiries.

You will work closely with consultants, GPs, hospitals and other healthcare professionals to ensure patients receive a smooth and efficient service.

We are looking for someone with excellent communication and organisational skills, a professional and approachable manner, and the ability to prioritise and manage a busy workload. Previous NHS or healthcare administrative experience would be advantageous.

If you are reliable, detail-focused and committed to providing an excellent service to patients and colleagues, we would love to hear from you.

Main duties of the job
Key responsibilities will include:

• Providing effective secretarial and administrative support to consultants, clinicians and the wider multidisciplinary team.
• Managing a busy workload, prioritising tasks and working to agreed deadlines.
• Typing and producing accurate clinical correspondence, reports, referrals and other documentation.
• Managing patient correspondence and ensuring information is processed and distributed promptly.
• Arranging and coordinating patient appointments, clinics and follow-up activity.
• Processing referrals and ensuring patients are appropriately progressed through their care pathway.
• Maintaining accurate and up-to-date patient records and electronic databases.
• Liaising professionally with patients, GPs, hospitals, clinical teams and other healthcare professionals.
• Responding to telephone and email enquiries, providing appropriate information and escalating queries when required.
• Monitoring waiting lists, clinic outcomes and outstanding actions to support timely patient care.
• Ensuring all work is undertaken in accordance with NHS policies, procedures, confidentiality requirements and information governance standards.
• Supporting the team with general administrative duties and service development as required.
• Working collaboratively with colleagues to provide a responsive, efficient and patient-focused service.

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.

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

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: Trustwide, Mindelsohn Way, Birmingham, West Midlands, B15 2TH, United Kingdom
Employer's website: https://www.uhb.nhs.uk/jobs.htm

Employer contact details
For questions about the job, contact:
Hiring Manager: Sally McMaster
Email: sally.mcmaster@uhb.nhs.uk
Phone: 01214242786

Details
Date posted: 28 September 2026
Pay scheme: Agenda for change
Band: Band 4
Salary: £28,392 to £31,157 a year
Contract: Permanent
Working pattern: Full-time, Flexible working
Reference number: 304-9017199-1
Job locations: Trustwide, Mindelsohn Way, Birmingham, West Midlands, B15 2TH, United Kingdom

University Hospitals Birmingham NHS Foundation Trust's privacy notice