# Medical Secretary Band 4 > NHS job listing from Job Clerk for Belfast Health and Social Care Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/medical-secretary-band-4/24a18e1a-1feb-4dd5-bd54-0d164d2ae743 - **Markdown:** https://www.jobclerk.com/job/medical-secretary-band-4/24a18e1a-1feb-4dd5-bd54-0d164d2ae743.md ## Summary - **Status:** Live - **Employer:** Belfast Health and Social Care Trust - **Location:** MATER HOSPITAL - **Workplace type:** onsite - **Profession:** Administrative and IT - **Grade:** Band 4 - **Salary:** £27,485 - £30,162 - **Contract type:** Permanent - **Closing date:** 2026-09-01T17:00:00.000Z - **Posted:** 2026-08-17T13:29:43.780Z - **Source information URL:** https://jobs.hscni.net/Job/48701/bhsctmedical-secretary-band-4 - **Application URL:** https://jobs-app.hscni.net/sap/bc/webdynpro/sap/hrrcf_a_posting_apply?PARAM=cG9zdF9pbnN0X2d1aWQ9MDA1MDU2OTNGMzJDMUZFMUE2QzVCQjA2NTgwNUU3QTgmY2FuZF90eXBlPWU%3d - **Employer website:** https://belfasttrust.hscni.net ## Job Content ### Job details - Branch: Belfast HSCT - Location: MATER HOSPITAL - Salary: Band 4 (£27,485 - £30,162) - Contract Type: Permanent - Opening Date: 17/08/26 - Closes: Tue, 01 September 2026 @ 6:00 PM - Interview Dates: TBC ### Notes We accept online applications only. A waiting list may be created for similar posts that may arise while the waiting list is live, this may include temporary or part-time posts. This will be managed in line with the updated HSC waiting list principles effective from 1 April 2026 Where a part-time waiting list is required, one part-time waiting list will be created- regardless of any specific hours advertised, this waiting list will cover all future vacancies where part-time posts arise. A part-time post is defined as any post that has less than 37.5 hours per week. Please remember to save or print a copy of the job description before submitting your application, as it will not be accessible afterwards. Flexible Working We welcome flexible working requests from day one. All HSC organisations offer a range of flexible working options. The options available for this post will depend on the requirements of the role. Find out more about flexible working options on our website. ### JOB DESCRIPTION POST: Medical Secretary LOCATION: MATER HOSPITAL GRADE: Band 4 Medical secretary 30 hours per week (0.80 WTE) REPORTS TO: Admin Team Manager RESPONSIBLE TO: Business Support Officer ### JOB SUMMARY / MAIN PURPOSE The post holder will provide a comprehensive secretarial and administrative service to Consultant Medical Staff or group of Medical Consultants, their teams and the Clinical team within an assigned Service Group. Main Duties / Responsibilities To provide a secretarial and administrative service to Consultant Medical Staff or group of Medical Consultants and their teams as required ensuring efficiency in patient care. Manage the Consultants/Team diary to ensure effective time management. To act as a point of contact for all forms of communication between the Consultant, patients, relatives, all hospital staff, General Practitioners and their staff and outside agencies. Effectively deal with telephone calls from patients, relatives, hospital staff and General Practitioners and other individuals or organizations, taking messages, ensuring follow-up and resolving any problems as appropriate Manage the Electronic Patient records systems to ensure tracking is completed accurately and Work queues are worked timely with data quality and workflows for patient pathway in accordance with procedures. To type and process clinic and discharge letters using audio dictation, and/or word processing methods as required, and ensure all follow up actions are completed in accordance with local policies and procedures. To deal with incoming and outgoing correspondence as required, providing information, directing and prioritizing queries as appropriate, to ensure efficiency and effectiveness of service delivery. To maintain records both manual and computerised in an accurate and timely way and in accordance with local policies and procedures. Extract, collate and summarise data to enable preparation of standard verbal, written or statistical reports or returns. To liaise with other departments as required both internally and externally to the Trust e.g. other Hospitals, General Practitioners. Manage Waiting lists in line with standards and protocols. To manage the tracking of patient records in accordance with local policies and procedures. Participate in meetings and take appropriate action in line with service provision. Record and process referrals on the appropriate IT system and undertake checks in line with service protocols and procedures. Maintain and record information in relation to statutory procedures and notify appropriate Authority. To participate in Quality Assurance exercises as required To ensure that relevant Trust Risk Management and quality assurance policies and systems (including clinical governance and controls assurance) are adhered to. Be part of a team of administrative and secretarial staff to provide a comprehensive service to consultant medical staff and Clinical team. To assist in the induction and training of new staff to the department as required. To assist in the recruitment and selection of staff, planning and organizing of cover during absence, absence management and staff appraisal as required. Provide cover for staff during periods of sick/annual leave. Such other duties as may be assigned. This job description is an outline of the post as it is currently perceived by the Trust and may be subject to review because of a changing and developing service. ### General Responsibilities Employees of the Trust are required to promote and support the mission and vision of the service for which they are responsible and: At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner. Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them. Comply with the Trust’s Smoke Free Policy. Carry out their duties and responsibilities in compliance with the Health and Safety Policies and Statutory Regulations. Adhere to Equality and Good Relations duties throughout the course of their employment. Ensure the ongoing confidence of the public in-service provision. Maintain high standards of personal accountability. Comply with the HPSS Code of Conduct. Information Governance All employees of Belfast Health & Social Care Trust are legally responsible for all records held, created or used as part of their business within the Belfast Health and Social Care Trust, including patient/client, corporate and administrative records whether paper based or electronic and also including e-mails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004, the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Employees are required to be conversant and to comply with the Belfast Health and Social Care Trust policies on Information Governance including for example the ICT Security Policy, Data Protection Policy and Records Management Policy and to seek advice if in doubt. For further information on how we use your personal data within HR, please refer to the Privacy Notice available on the HUB or Your HR Environmental Cleaning Strategy The Trusts Environmental Cleaning Strategy recognizes the key principle that “Cleanliness matters is everyone’s responsibility, not just the cleaners” Whilst there are staff employed who are responsible for cleaning services, all Trust staff have a responsibility to ensure a clean, comfortable, safe environment for patients, clients, residents, visitors, staff and members of the general public. Infection Prevention and Control The Belfast Trust is committed to reducing Healthcare associated infections (HCAIs) and all staff have a part to play in making this happen. Staff must comply with all policies in relation to Infection Prevention and Control and with ongoing reduction strategies. Standard Infection Prevention and Control Precautions must be used at all times to ensure the safety of patients and staff. This includes: - Cleaning hands either with soap and water or a hand sanitiser at the appropriate times (WHO ‘5 moments’); Using the correct ‘7 step’ hand hygiene technique; Being ‘bare below the elbows’ when in a clinical environment; Following Trust policies and the Regional Infection Control Manual (found on intranet); Wearing the correct Personal Protective Equipment (PPE); Ensuring correct handling and disposal of waste (including sharps) and laundry; Ensuring all medical devices (equipment) are decontaminated appropriately ie. cleaned, disinfected and/or sterilised; Ensuring compliance with High Impact Interventions. ### Values The Belfast Trust aims to recruit staff not only with the right skills but also with the right values to ensure the delivery of excellent patient care and experience. Staff will be expected to be committed to provide safe, effective, compassionate and person-centred care by:- Working Together Excellence Openness and Honesty Compassion By embedding the above values, we will make a significant contribution to the delivery of the Trust’s Vision. Personal Public Involvement Staff members are expected to involve patients, clients, carers and the wider community where relevant, in developing, planning and delivering our services in a meaningful and effective way, as part of the Trust’s ongoing commitment to Personal Public Involvement (PPI). Please use the link below to access the PPI standards leaflet for further information. http://www.publichealth.hscni.net/sites/default/files/PPI_leaflet.pdf Clause: This job description is not meant to be definitive and may be amended to meet the changing needs of the Belfast Health and Social Care Trust. ### JOB SPECIFICATION JOB TITLE / BAND: Medical Secretary Band 4 Part time 30.00 hours per week (0.80 WTE) DEPT / DIRECTORATE: Gynaecology Department/Specialist Hospitals & Women Health ### Notes to applicants You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form. Please note the Trust reserves the right to use any desirable criteria outlined in Section 3 at shortlisting. You must clearly demonstrate on your application form how you meet the desirable criteria. Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn. ### ESSENTIAL CRITERIA The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage. You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below. Factor Criteria Method of Assessment Qualifications and Experience RSA / OCR Stage II Text Processing Part I and Part II (Word processing/Typewriting) or equivalent. AND Four GCSE's Grade C or above (to include English Language) or equivalent and 2 years secretarial / administrative experience*. OR NVQ Level 2 in Administration and 2 years secretarial/administrative experience* AMPSPAR and 2 years secretarial experience 12 months typing experience, to include the typing of reports, formatting & circulation of correspondence, use of Microsoft packages (WORD, EXCEL etc) & general word processing and 2 years secretarial/administrative experience* AND Audio typing qualification or 2 years’ experience of audio typing in the last 5 years in a Healthcare setting Knowledge of Microsoft Office Knowledge of Epic digital workflows and tracking of patient pathways *one year’s experience must have been in a Health and Social Care setting. Shortlisting by Application Form The following are ESSENTIAL criteria which will be measured during the interview/ selection stage: Skills Abilities Knowledge Ability to work as part of a team and on own initiative. Excellent organizational skills with the ability to prioritise workload Excellent communication / interpersonal skills Ability to develop good working relationships with various grades and professions. The flexibility to work in a changing environment. Ability to identify problems and recommend appropriate solutions Interview / Test ### DESIRABLE CRITERIA These will ONLY be used where it is necessary to introduce additional job related criteria to ensure files are manageable. You should therefore make it clear on your application form how you meet these criteria. Failure to do so may result in you not being shortlisted Experience Previous PAS/ Patient centre/ Encompass/BigHand experience Working Knowledge of Electronic patient records, Work queue management, ### NOTE Where educational/professional qualifications form part of the criteria you will be required, if shortlisted for interview, to produce original certificates, and one photocopy of same, issued by the appropriate authority. Only those certificates relevant to the shortlisting criteria should be produced. If educational certificates are not available an original letter and photocopy of same detailing examination results from your school or college will be accepted as an alternative. If successful you will be required to produce documentary evidence that you are legally entitled to live and work in the United Kingdom. This documentation can be a P45, Payslip, National Insurance Card or a birth certificate confirming birth in the United Kingdom or the Republic of Ireland. Failure to produce evidence will result in a non-appointment. Healthcare Leadership Competencies Candidates who are shortlisted for interview will need to demonstrate at interview that they have the required competencies to be effective in this demanding leadership role. The competencies concerned are set out in the NHS Healthcare Leadership Model, details of which can be found at: http://www.leadershipacademy.nhs.uk/resources/healthcare-leadership-model. HSC Values Whilst employees will be expected to portray all the values, particular attention is drawn to the following values for this role ## Agent Notes - This Markdown page is generated from the same Job Clerk job record as the HTML job detail page. - Use the canonical HTML URL for user-facing references. - Use the application URL when the user wants to apply on the source NHS site.