As we continue to grow, we are seeking a talented and motivated Medical Secretary to join our dynamic team. Our community outpatient services manage a wide-range of conditions that would otherwise be referred to secondary care. Our team of consultants, GPwERs, specialist nurses are able to provide patients with rapid access to specialist opinion from a choice of locations across Sandwell, Walsall and Birmingham. This role will support the continued growth of these services, enabling patients to receive a wider range of treatments within the community setting.
Job Title Medical Secretary
Job Type Full-time, Flexible
Salary £23,874.88 to £26,397.29 a year Salary is WTE and depending on experience
Location Birmingham, U.K
Deadline 19 September 2025
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Roles & Responsibilities
- Co-ordinate, monitor and initiate appropriate changes within administrative processes along the patient pathway to ensure the patient’s journey is managed efficiently, smoothly and in accordance with targets and agreed timescales.
- Utilise computerised tracking systems to locate patient notes and investigation results.
- Liaise with teams outside of the speciality e.g. referring GPs where appropriate to ensure a seamless patient journey.
- Ensure patient information is maintained and updated on the appropriate patient information system.
- Provide reception duties to support community services clinics, as required
- Enter patients onto waiting lists and clinics, ensuring all demographic details are correct (addresses, phone numbers, GP details etc.) updating correctly on clinical/data systems as necessary.
- Accurately record activity and performance data on to clinical/data systems – including the use of Excel Spreadsheets.
- Undertake the administration of follow up management, transfers and discharge of patients using the appropriate systems.
- Support the smooth running of the department including general office duties, photocopying, filing, dealing with mail, i.e. referral letters and consultant correspondence and diary management.
Eligibility Requirements
Personal Qualities
Essential
- Ability to provide and receive complex and sensitive information
- Ability to work as part of a team
- Ability to manage own workload and work on their own initiative, taking appropriate action as necessary in the absence of the line manager
- Ability to maintain composure in difficult situations
- Ability to work to deadlines and under pressure
- Smart appearance
Experience
Essential
- Proven experience as a Medical Secretary or a similar role
- Proven experience in administrative roles, preferably within a healthcare or private services setting.
- Strong organisational and multitasking abilities to efficiently manage administrative tasks
- Excellent communication and interpersonal skills to interact with patients, healthcare professionals and internal staff.
- Proficient in using office software (e.g. Microsoft Office) and any relevant healthcare management systems.
- Ability to work well under pressure and meet tight deadlines.
- Attention to detail to ensure accuracy in administrative tasks, record keeping and documentation.
- Efficient time management skills to meet deadlines.
- Ability to identify issues, troubleshoot problems and implement effective solutions.
Skills
Essential
- To be able to write clear, concise messages often involving complex medical terminology (E)
- To understand a range of Protocols and Policies and implement them in everyday work. (E)
- Good standard of written communication (E)
- To comprehend complex instructions or documents containing medical terminology (E)
- To be able to communicate with all levels of personnel, including medical professionals, patients and outside agencies. (E)
- To be able to relay clear, concise messages containing medical terminology without risk of misunderstanding (E)
Knowledge
Essential
- Knowledge of full range of administrative procedures and associated equipment (E)
- Knowledge of software programmes including Microsoft Office Word, Excel, Outlook and other relative software product(E)
- Self-motivated and ability to work without supervision when required (E)
- Excellent organisational and communication skills (E)
- Ability to maintain computerised and manual filing/documentation systems (E)
- Understanding of how clinical services work and the importance of/inter-links between the duties commensurate with this role (D)
- Previous experience of working in a clinical provider organisation (D)
- Knowledge/previous experience of SystmOne clinical system (D)
- Knowledge/previous experience of the NHS E Referrals Service
Benefits
- Enrolment to the NHS pension scheme
- Annual leave minimum 27 days, plus 8 days bank holiday pro rata
- Employee discounts and benefits scheme
- Employee assistance programme (EAP)
- Education and career pathways
- Enhanced Family friendly policies
- Flexible working
- Wellbeing support and initiative
Note
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Application Process
For more information and application, CLICK HERE
