Band 4 Medical Secretary Supervisor - Colorectal and General Surgery

Band 4 Medical Secretary Supervisor - Colorectal and General Surgery

Closing date is 26 July 2026

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 – Supervisor 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. They will be responsible for the day-to‑day training and supervision of other medical secretaries/clerical support workers.

• Provide a comprehensive, confidential secretarial service to consultant(s) and their medical team, including managing diaries, organising meetings, preparing agendas, taking minutes, and coordinating case conferences, seminars, and travel.
• Work independently to tight deadlines, ensuring Trust standards and targets are met.
• Handle complex clinical and non‑clinical information daily, using initiative and judgement to respond to enquiries. Accurately audio‑type a wide range of documents including clinical correspondence, discharge summaries, medical reports, and complaint responses, demonstrating strong knowledge of medical terminology.
• Draft clear and empathetic patient correspondence, and act as a key point of contact for GPs, healthcare professionals, patients, and carers, including those who may be distressed. Provide professional guidance and reassurance, ensuring communication barriers are addressed.
• Manage patient pathways, track and action investigation results, and use hospital systems (HISS) and Microsoft Office to maintain accurate clinical records and correspondence. Coordinate theatre scheduling and ensure patients are prepared for procedures.
• Supervise and support clerical staff, including training medical secretary trainees. Maintain efficient filing systems, assist with data collection, and ensure clinic and theatre changes are communicated in line with Trust policy.

• 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 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
• Experience of working in a busy environment

• Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
• Good organisation skills and ability to multitask
• 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
• Demonstrates reliability, motivation and commitment
• Ability to travel to multiple sites
• Ability to work under pressure and deal with stressful situations

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.

University Hospitals Birmingham NHS Foundation Trust