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Job overview
A vacancy has arisen for an experienced, Medical Secretary at the Birmingham Children’s Hospital in central Birmingham. The post holder will play an important role providing an effective and efficient administrative and secretarial service to the Eye Department at Birmingham Children's Hospital.
Candidates will be self-motivated and possess an RSA II qualification (or equivalent), along with an AMSPAR certificate or comparable medical secretarial experience. You’ll enjoy working within a multi-disciplinary team and have the ability to relate to children, parents, other family members, and other medical professionals. This will be complemented by excellent organisational and communication skills.
Main duties of the job
The Consultant is organised effectively and efficiently so that he/she is able to operate all their clinical and non-clinical commitments.
Patient episodes are organised effectively and efficiently so that the patients are seen without clinical risk and within NHS guidelines and targets.
Actions resulting from each patient episode are planned and followed up within agreed timescales.
Completed investigations are available to each consultant and the appropriate healthcare team, when required.
Patient admission episodes are planned and organised effectively and efficiently, in accordance with Consultant requirements and Trust policies.
The Trust is able to accurately review and report compliance with relevant NHS guidelines and targets with regard to waiting times and patient activity
Detailed job description and main responsibilities
Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Women’s and Children’s NHS Foundation Trust.
When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable).
Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.
Person specification
QUALIFICATIONS
Essential
- GCSEs (or equivalent) in English and Math's at Grade C/4 or above.
- RSA Level III/NVQ Level 3 in Business and Administration (or equivalent experience).
- AMSPAR or British Medical Secretary qualification which includes medical terminology or equivalent experience
- Previous NHS experience
- Proficient in the use of Microsoft Office (Word, Outlook, Excel).
Desirable
- Experience using an Electronic Patient Record (EPR) system such as Epic, or a strong willingness to undertake training
ANALYTICAL AND JUDGEMENT SKILLS
Essential
- Ability to exercise sound judgement when prioritising tasks and managing conflicting demands in a fast-paced clinical environment.
- Capable of identifying potential issues in patient pathways, referrals, or documentation and taking appropriate corrective action or escalating as needed
- Able to assess urgency and clinical importance when managing patient correspondence, investigations, and appointment scheduling.
- Proven ability to interpret and apply Trust policies (e.g., RTT rules, access policies, data protection) to make informed decisions independently.
- Attention to detail when reviewing clinical documents, test results, or patient data to ensure completeness and accuracy.
KNOWLEDGE & NATURE OF EXPERIENCE
Essential
- Substantial experience providing administrative or secretarial support in a busy office environment, preferably within a healthcare setting
- Experience of working with confidential and sensitive information in line with data protection and information governance regulations.
- Proven ability to manage and prioritise a varied and demanding workload with minimal supervision.
- Knowledge of medical terminology, or experience working in a clinical or medical administrative environment.
- Experience using electronic systems for patient records, appointment scheduling, or referrals (e.g. Epic).
- Demonstrable understanding of NHS policies such as 18-week RTT pathway and elective access standards.
PERSONAL SKILLS / ABILITIES AND ATTRIBUTES
Essential
- Excellent communication skills, both written and verbal, with the ability to interact effectively and sensitively with patients, families, and staff at all levels.
- Strong interpersonal skills with a compassionate and patient-centred approach, especially when handling sensitive or emotional conversations.
- High level of organisational ability, with a methodical approach to workload and attention to detail
- Ability to remain calm and professional under pressure, managing competing demands and adapting to changing priorities.
- Able to work both independently and as part of a wider administrative and clinical team
- Committed to delivering a high standard of work with integrity, confidentiality, and respect.
- Reliable and punctual, with a strong work ethic and a flexible approach to team cover and service needs.
PROFESSIONAL / MANAGERIAL / SPECIALIST KNOWLEDGE
Essential
- Proficient in the use of Microsoft Office applications, particularly Word, Outlook, Excel, and Teams, for document creation, email management, and data entry.
- Confident in navigating and updating systems, especially Epic, including in-basket management, appointment scheduling, test result tracking, and documentation.
- Able to adopt a flexible approach when required by the needs of the service
- Good time management skills
- Excellent keyboards skills
Desirable
- Confident in using Epic work queues, trust databases and spreadsheets to input, retrieve, and analyse patient or service data.
- Experience in supporting virtual clinics, meetings or MDTs via Microsoft Teams or other Trust-approved video platforms.
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Applying for this NHS job
This advert is for Medical Secretary with Birmingham Women's and Children's NHS Foundation Trust in Birmingham, Midlands, England. It is listed as a Band 4 Administrative and IT role. The advertised salary is £28,392 - £31,157 per annum. The contract type is Permanent. The application deadline is 23 Jul 2026.
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