Job summary
- Main area
- ENT
- Grade
- 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 284-26-8331947-DSNH
- Employer
- Birmingham Women's and Children's NHS Foundation Trust
- Employer type
- NHS
- Site
- Birmingham Children's Hospital
- Town
- Birmingham
- Salary
- £28,392 - £31,157 per annum
- Salary period
- Yearly
- Closing
- 03/11/2026 23:59
- Interview date
- 09/11/2026
Employer heading
Medical Secretary - ENT
4
Flexible working:
Flexible working arrangements may be considered and discussions with the recruiting manager regarding this are encouraged.
Job overview
An exciting opportunity has arisen for a Medical Secretary to join our team within the ENT department . You will be working closely with ENT consultants/fellows/registrars and you will be responsible for completing work to a high standard, managaging and prioritising your workload, booking clinics and theatre lists, validating waiting lists and other secretarial duties.
Main duties of the job
The successful candidate should have a proactive and friendly attitude and be able to demonstrate a degree of administrative and secretarial experience; being able to meet the duties of the role as identified in the job description. You must possess excellent organisational skills, be self-motivated and have experience in dealing with confidential information.
This role is based at Birmingham Children's Hospital.
Working for our organisation
Birmingham Women's and Children's NHS Foundation Trust is the first of its type in the UK. Our Trust was formed in February 2017 to drive forward our commitment to provide the highest quality, world-class care for our women, children and families. Uniting our hospitals means more seamless care; more investment to make greater advances in our specialist treatment and world-leading neo-natal and fetal work. Importantly, it also gives us a greater voice in shaping the future of family-centered care.
Birmingham Children's Hospital is a UK leading specialist paediatric centre with an international reputation in several areas.
Birmingham Women's Hospital is one of two dedicated women's hospitals in the UK, with the busiest single site maternity unit, delivering more than 8,200 babies a year offering a full range of gynaecological, maternity and neonatal care.
Our Trust is committed to creating the best place to work. We believe in promoting and enhancing inclusion, diversity and equality and encourage applications from all areas of the community, who meet the criteria for the role, regardless of age, gender identity, disability, race, religion or sexual orientation.
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 criteria
- 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 criteria
- Experience using an Electronic Patient Record (EPR) system such as Epic, or a strong willingness to undertake training
PROFESSIONAL / MANAGERIAL / SPECIALIST KNOWLEDGE
Essential criteria
- 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 criteria
- 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
KNOWLEDGE & NATURE OF EXPERIENCE
Essential criteria
- 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 criteria
- 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
- Demonstrates initiative, accountability, and a willingness to take ownership of tasks and problems
OTHER REQUIREMENTS
Essential criteria
- A proactive attitude towards personal development and continuous improvement
- Positive, solution-focused mindset with a commitment to supporting service efficiency and patient care
ANALYTICAL AND JUDGEMENT SKILLS
Essential criteria
- 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
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Shani James
- Job title
- Operational Support Manager
- Email address
- [email protected]
- Telephone number
- 01213338120
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