Band 4 Medical Secretary Supervisor - Respiratory Medicine

Job summary

An exciting opportunity has arisen for a full-time Medical Secretary to join the Severe Asthma service within our busy Respiratory Medicine department on a fixed term basis for 12 months at Heartlands..

We are seeking enthusiastic, organised and proactive individuals with previous experience in a medical secretarial role. The successful candidates will provide comprehensive administrative and secretarial support within a fast-paced clinical environment, ensuring high standards of patient care and efficient service delivery.

Essential requirements:

*Previous experience in a secretarial role

*Audio typing experience

*GCSE English and Maths (Grade C/4 or above)

*Good knowledge of Microsoft Office applications

*Excellent communication and organisational skills

*Ability to work independently and prioritise workloads effectively

*Proactive approach with strong attention to detail

Desirable:

*Understanding of patient pathways and waiting list management within an NHS setting

This is an excellent opportunity for motivated individuals who enjoy working as part of a team and are committed to delivering a high-quality service to patients and clinical staff.

If you are organised, adaptable and thrive in a busy environment, we would welcome your application.

Main duties of the job

Provide a comprehensive secretarial/admin service to consultants and team

Produce accurate clinical letters using digital dictation, ensuring completion within timescales.

Manage a busy consultant diary

Act as a key point of contact for patients, clinicians, GPs and external organisations, responding to telephone and email enquiries professionally.

Coordinate outpatient appointments, clinics, investigations and follow-ups, ensuring effective communication, monitoring waiting lists and clinic capacity, and tracking and actioning investigation results prioritising clinical need with medical guidance.

Maintain accurate electronic patient records and databases in line with Trust policies and GDPR.

Prioritise workloads effectively, working independently and using initiative to meet deadlines in a fast-paced environment.

Organise, schedule and support departmental, operational and clinical meetings.

Prepare meeting agendas, compile supporting documentation, attend meetings and take accurate minutes.

Produce and distribute minutes and action log ensuring actions are completed.

Assist with the planning, coordination and delivery of educational events, and regional meetings.

Liaise with speakers, delegates and venues, manage registrations, prepare event materials and support logistics.

Support service improvement initiatives, audits and reporting requirements as requested.

Work collaboratively with admin, secretarial and clinical colleagues to ensure a high-quality service for all.

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: 21 September 2026
• Pay scheme: Agenda for change
• Band: Band 4
• Salary: £28,392 to £31,157 a year
• Contract: Fixed term
• Duration: 12 months
• Working pattern: Full-time, Flexible working
• Reference number: 304-9019224
• Job locations: Heartlands Hospital, Bordesley Green E, Birmingham, West Midlands, B9 5SS, United Kingdom

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*