Band 4 Medical Secretary Supervisor- Radiology

Job summary

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, always maintaining confidentiality.

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.

Main duties of the job

Communication and Relationship Skills

*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, to achieve Trust standard and targets.

* To provide and receive complex information daily. To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries of a clinical and non-clinical nature.

* To touch type from audio and / or shorthand the following documents: clinical letters; results letters; discharge summaries; medical reports; Coroner's reports; police reports; scientific manuscripts and abstracts; reports in response to complaints; teaching, educational and research materials. This requires an understanding of medical terminology, phraseology and medications, as well as high levels of concentration. Many documents may be of a complex or distressing nature.

Analytical and Judgemental Skills

*To draft letters on behalf of the Consultant(s) in a sympathetic but easily understandable manner, for example when informing patients of their test results

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.

Details

• Date posted: 10 June 2026
• Pay scheme: Agenda for change
• Band: Band 4
• Salary: £28,392 to £31,157 a year
• Contract: Permanent
• Working pattern: Part-time, Flexible working
• Reference number: 304-9012403-2
• Job locations: Solihull Hospital, Lode Ln, Solihull, West Midlands, B91 2JL, United Kingdom

Job responsibilities

Main Duties and Tasks Continued: Please note for a specific detailed job description for this vacancy please see attached job description.

*To provide a point of contact for GPs and other Health Care Professionals and patients/relatives/carers, who are often highly emotional and high distressed ensuring that any language or other communication barriers are overcome.

*To understand the patient pathway and provide information and reassurance in a professional manner. Deal with queries and instigate appropriate action, as appropriate to the complex and sensitive nature of the information involved.

*Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce clinical letters and other relevant correspondence. Daily use of hospital intranet to provide information for Consultants, GPs and patients on forthcoming appointments, admissions and results of investigations.

Planning and Organising Skills

*Use of Hospital Information Support System (HISS) to ensure the timely production of accurate clinical records for each patient episode in order to achieve Trust standards.

*To organise and maintain theatre schedule adding patients to lists and ensuring patients are seen for pre-operative assessment and admission for operations and tests as appropriate.

*To provide day to day supervision to secretaries/clerical officers, allocating and monitoring work daily

*Provide and be responsible for the training of Medical Secretary trainees.

*To manage and progress and chase results of patient investigations on a daily basis and on receipt, prioritise and action according to clinical need, with guidance from the medical team.

*To develop and maintain an efficient individual filing system on behalf of the Consultant(s) and their team to include correspondence, reports, complaints, research and results.

*To assist with the collection and provision of statistical data as required by Consultant/Consultants team and other health professionals.

*To be responsible for informing the relevant individuals (i.e. Clinical Director, Leave Co-ordinator, Consultant or Medical Personnel) of any Consultant or member of the medical team's leave, in order to enable effective rescheduling of clinic/theatre sessions in a timely manner, adhering to Trust Guidelines and Policies