Senior Medical Secretary - Paediatrics

Job summary

An exciting opportunity has arisen within the Family Health Care Group for a Senior Medical Secretary to work as part of the Paediatrics team. We are a strong, proactive team who welcome innovation and adaptability within the service.

This is a full time, 12 months fixed term position, and candidates would be required to work 37.5 hours a week split over 5 days ( Monday Friday). Applicants may be required to provide cross site cover. We also offer some flexibility with home working for a limited number of days per week.

As well as being part of the busy department, you'll be required to prioritise your own workload on a day-to-day basis. Excellent IT and communication skills are essential for this role.

You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity. We would require a strong communicator and dedicated team player.

We can offer you a friendly and supportive work environment where your work is valued.

Main duties of the job

Please refer to the Job Description for information on the duties of the role.

The purpose of this role is to provide a full secretarial and administrative service to the Paediatrics Team.

About us

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.

Details

• Date posted: 12 June 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: Flexible working
• Reference number: C9365-26-0462
• Job locations: Charles Hastings Way, Worcester, Worcestershire, WR5 1DD, United Kingdom

Job responsibilities

Job Title: Senior Medical Secretary Childrens Services Hours of work 37.5 hours per week, 12 months fixed term Grade: Band 4 Accountable To: Directorate Manager Location: Worcestershire Royal Hospital/Countywide

Job Purpose

To provide comprehensive medical secretarial and administrative support to Consultants within the Division of Maternity, Gynaecology & Paediatrics.

Dimensions

The role may include line management or supervision of Band 3 or junior staff.

Key relationships

Internal Directorate Management, Consultants, junior medical staff (within and outside the department), Medical Secretaries, Nursing staff, other healthcare professionals, Medical Records, Central Booking Office, Ward Clerks, patients and relatives, Childrens clinics, inpatient wards, social services, safeguarding teams.

External Central filing, GP surgeries, other hospitals, Community Midwives, The Orchard Service, Birmingham Childrens Hospital, Kids Transport.

Risk assessment

• Prolonged use of display screen equipment
• Use of audio transcription systems
• Manual handling of medical records
• Repetitive tasks such as typing

Key responsibilities

a) Produce correspondence and documentation relating to patient care and maintain accurate records. b) Liaise between Consultant teams, GPs, patients and external agencies to support timely care and treatment. c) Undertake administrative duties to support Consultants clinical and managerial work.

Main duties

• Manage incoming mail and Consultant correspondence, including drafting responses where appropriate
• Input data for clinical audit purposes
• Type discharge summaries, clinic letters, medical reports, and complaint responses from audio recordings or copy typing
• Organise meetings, maintain Consultant diaries, and prepare meeting materials
• Attend meetings and take minutes
• Respond to enquiries from patients, relatives, GPs, hospitals and Consultants
• Process GP referrals, arrange outpatient appointments and domiciliary visits
• Monitor Patient Target Lists with Consultants to ensure compliance with national waiting time standards
• Initiate additional clinics or lists when required, with appropriate approval
• Add and amend waiting list entries for Consultant review
• Train and supervise junior or temporary secretaries
• Manage investigation reports and ensure appropriate follow-up
• Maintain accurate patient records in line with Trust standards
• Liaise with relevant departments regarding patient care
• Communicate Consultant absences and ensure adequate cover
• Ensure secretarial cover during periods of leave or sickness
• Work with computerised outpatient and waiting list systems in line with Trust policies

General Responsibilities

• Participate in team meetings, contributing to service improvement
• Order stationery and report equipment faults
• Maintain strict confidentiality at all times
• Report incidents, complaints or concerns promptly
• Promote a positive image of the department
• Undertake additional duties appropriate to the role as required

Standard Clause

While the core purpose of the role will remain the same, duties may change over time to meet service needs. Reasonable additional responsibilities may be required following discussion.

Competence

The post holder must work within their level of competence and raise any concerns with their line manager immediately.

Codes of conduct

Staff must comply with relevant professional codes of conduct where applicable, or the Trusts standards of behaviour.

Confidentiality

All information relating to patients, staff and Trust business must be handled securely and confidentially.

Records Management

Employees are responsible for the accurate handling of all records (paper and electronic) and must follow Trust policies and legal requirements.

Health and Safety

Staff must comply with the Health and Safety at Work Act (1974), Manual Handling Regulations (1992), and all Trust safety policies.

Infection Control

Employees are responsible for adhering to infection prevention policies and completing annual mandatory training.

Risk Management

All staff must actively identify, assess and report risks, incidents and hazards, and cooperate with investigations.

Children and vulnerable adults

Employees must promote and safeguard the welfare of children, young people and vulnerable adults encountered in their role.

Criminal Records Bureau Disclosure

Appointments are subject to appropriate criminal record checks. Relevant convictions will be considered in line with the role requirements.

Vetting and Barring Scheme

Where applicable, the role requires checks against safeguarding barring lists and compliance with relevant registration requirements.

Equality and Diversity

The Trust is committed to equality, diversity and human rights. All staff must treat individuals with dignity, respect and fairness, and adhere to related policies.

Conflict of Interest

Staff must not use their position for personal gain and must declare any interests that may conflict with their duties.