Band 3 Medical Secretary- Health Care of Older People

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University Hospitals Birmingham NHS Foundation Trust Band 3 Medical Secretary- Health Care of Older People

The closing date is 10 November 2026

Apply for this job

Job summary

This is a fast-paced, rewarding role where you'll support consultants and clinical teams with medical typing, patient coordination and Resident Doctor rota management, while acting as a key point of contact for patients and families. You'll help keep pathways moving by producing timely clinic letters and discharge summaries, managing appointments, supporting RTT timelines and ensuring effective communication across multidisciplinary teams.

HCOP is a dynamic and evolving service with exciting developments in frailty pathways, discharge enablement and digital working. We're looking for an organised, proactive and caring individual who thrives in a busy environment and enjoys making a real difference every day. In return, you'll gain valuable NHS experience, develop specialist medical administration skills and be part of a supportive team committed to learning, inclusion and continuous improvement.

Main duties of the job

As a Medical Secretary within Healthcare of Older People (HCOP), you will provide high-quality administrative and secretarial support to consultants and multidisciplinary teams, playing a key role in ensuring safe, efficient and compassionate patient care.

Your day-to-day responsibilities will include audio and copy typing of clinic letters, discharge summaries, medical reports and correspondence, ensuring these are completed accurately and within agreed turnaround times. You will support patient pathways by arranging appointments, managing consultant diaries, coordinating theatre or day-case bookings where required, and maintaining up-to-date patient information across Trust IT systems.

You will also be responsible for the day-to-day coordination and management of the Resident Doctor rota, ensuring that rota information is accurate, up to date and reflects staffing requirements. This will include reviewing and approving annual leave and study leave requests, coordinating rota changes and identifying potential gaps in staffing cover. You will liaise closely with Resident Doctors, consultants and relevant clinical teams to resolve rota queries and support the smooth running of the service.

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

04 November 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

304-1104219

Job locations

Queen Elizabeth Hospital

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

United Kingdom

Job description

Job responsibilities

Main Duties Continued: Please note for a specific detailed job description for this vacancy please see attached job description.

You will act as a first point of contact for patients, relatives, carers, GPs and healthcare professionals, responding to enquiries sensitively and professionally, often in emotionally challenging situations. You will actively manage incoming calls, post and emails, escalating concerns appropriately and supporting effective communication across the clinical team.

Job description

Job responsibilities

Main Duties Continued: Please note for a specific detailed job description for this vacancy please see attached job description.

You will act as a first point of contact for patients, relatives, carers, GPs and healthcare professionals, responding to enquiries sensitively and professionally, often in emotionally challenging situations. You will actively manage incoming calls, post and emails, escalating concerns appropriately and supporting effective communication across the clinical team.

Person Specification

Qualifications

Essential

• * Good General Education (e.g. GCSE English and Maths A-C) GCSE Level 9-4
• * Business Administration NVQ level 3 or equivalent experience in a clerical environment

Desirable

• * AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology
• * Training or knowledge of rota management systems

Experience

Essential

• * Experience of dealing with the Public/Customer service experience
• * Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
• * Experience of using IT systems

Desirable

• * Experience of working in a busy environment
• * Experience of working in Healthcare
• * Experience of coordinating staff rotas, including annual leave, study leave, shift swaps

Person Specification

Qualifications

Essential

• * Good General Education (e.g. GCSE English and Maths A-C) GCSE Level 9-4
• * Business Administration NVQ level 3 or equivalent experience in a clerical environment

Desirable

• * AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology
• * Training or knowledge of rota management systems

Experience

Essential

• * Experience of dealing with the Public/Customer service experience
• * Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
• * Experience of using IT systems

Desirable

• * Experience of working in a busy environment
• * Experience of working in Healthcare
• * Experience of coordinating staff rotas, including annual leave, study leave, shift swaps

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

University Hospitals Birmingham NHS Foundation Trust

Address

Queen Elizabeth Hospital

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

United Kingdom

Employer's website

https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)

Employer details

Employer name

University Hospitals Birmingham NHS Foundation Trust

Address

Queen Elizabeth Hospital

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

United Kingdom

Employer's website

https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Hiring Manager

Lorna Russell

[email protected]

07770604101

Details

Date posted

04 November 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

304-1104219

Job locations

Queen Elizabeth Hospital

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

United Kingdom

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