Senior Medical Secretary - Emergency Care in Walsall

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Senior Medical Secretary - Emergency Care

NHS AfC: Band 4

Main area Emergency Care Grade NHS AfC: Band 4 Contract Permanent Hours Full time - 37.5 hours per week Job ref 407-MLTC-8224925-A

Site Walsall Manor Hospital Town Walsall Salary £28,392 - £31,157 per annum Salary period Yearly Closing 11/11/2026 08:00 Interview date 27/11/2026

Walsall Manor Hospital is a busy district general hospital offering compete range of acute services. The Trust primarily serves the immediate population of Walsall with some patients requiring more specialised treatment at other, neighbouring Trusts. The Trust continues to invest in its facilities and services, supporting high-quality care for the communities it serves.

This role offers the opportunity to work within our integrated care model, contributing to high-quality services that help people remain independent in their own homes and communities.

We are committed to investing in our workforce and creating an environment where colleagues can learn, contribute and develop. Our new Urgent Emergency Care Centre, opened in March 2023, demonstrates our ongoing investment in facilities and services.

As an employee, you’ll benefit from an attractive salary and comprehensive benefits package (detailed in Employer Description above), plus access to NHS pension arrangements and staff accommodation where available.

Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant, currently holding the Bronze Award, underlining our commitment to supporting the Armed Forces Community.

RESPECT – COMPASSION – TEAMWORK – PROFESSIONALISM

Job overview

To provide comprehensive secretarial and administration support, handling first line enquiries from patients, relatives and staff and tracking investigations from the Emergency Department for an assigned group of
clinicians.

PLEASE NOTE, WE MAY CLOSE THIS VACANCY EARLY IF WE RECEIVE A HIGH NUMBER OF APPLICATIONS.

Main duties of the job

To provide comprehensive administrative and secretarial support to the clinical team. This includes typing of
letters, sending emails, monitoring and tracking investigations requested by the Emergency Department
Consultants, to ensure patient safety netting and follow-up arrangements are in place. Taking & typing of
minutes at meetings, discharge summaries and medico-legal reports

Working for our organisation

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.

Detailed job description and main responsibilities

1. To provide comprehensive administrative and secretarial support to the clinical team. This includes typing
of letters, sending emails, monitoring and tracking investigations requested by the Emergency Department
Consultants, to ensure patient safety netting and follow-up arrangements are in place. Taking & typing of
minutes at meetings, discharge summaries and medico-legal reports.
2. Dealing with referrals and e-referrals queries, to ensure patients are promptly reviewed and appropriate
follow up arrangements are in place, in line with patient pathways.
3. Obtaining medical notes to assist the clinical team with the management of queries, appointments, and
audits.
4. Dealing with emails and correspondence from multi-disciplinary teams including GP practices and external
agencies pathways. This may also include complaints and medical legal documents.
5. To answer the telephone promptly and politely, telephoning patients where appropriate using tact,
discretion and empathy in all situations.
6. Liaising with patients and relatives, providing routine information e.g. about referrals, appointments or clinic
information, which may require tact and persuasive skills or where there are barriers to understanding.
7. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing
information to resolve issues for e.g. e-referrals, appointments/ follow-up arrangements, arranging
meetings, and managing diary commitments for clinical team.
8. Provide day to day supervision/management, mentoring and support, as well as on the job training to new
or junior staff as required.
9. Maintaining accurate processing and storage of clinical records via both electronic systems and paperbased records to include appointing/unappointing as appropriate, data entry, transcribing letters and
minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to
patients.
10. Managing own workload, ensuring compliance with standards relevant to the role and department,
ensuring that a quality service is provided according to agreed policies and Standard Operating
Procedures, referring to Manager where appropriate.
11. Ordering and maintaining office supplies and stationery, and other stock items as appropriate. This may
include cash handling and the authorisation of requisitions within agreed limits.
12. Have responsibility for adhering to all relevant Trust policies, and ensuring that team members do likewise,
and proposing practice changes within own area/department.

Person specification

Qualifications

• English and Maths GCSEs
• Administrative Qualification
• AMSPAR

Experience

• Experience in a secretarial role
• Experience in a medical/healthcare setting

Skills

• Ability to multitask
• Complex problem solving ability

Please note your application will be transferred from the NHS Jobs system to the internal Walsall Healthcare Trac System. All correspondence will be sent via Trac.

Sponsorship and Visas

We welcome applications from all candidates with the right to work in the UK, including those on Health and Care Visas, Graduate Visas, or other valid permissions. All candidates will be considered on equal terms.

This Trust currently recruits successfully from the domestic labour market and has a sufficient pool of suitably qualified candidates for Band 3 roles. Visa sponsorship is therefore not available for this role currently. Candidates who already hold the right to work in the UK, including those on an existing Health and Care Visa, Graduate Visa, or any other valid permission are welcome to apply and will be considered on equal terms. This position is reviewed regularly in line with Home Office guidance. Right to work will be verified at each stage of the recruitment and monitored throughout employment. All candidates who are offered a position will be required to provide evidence of their right to work in the UK as part of the pre-employment checks process. Where a candidates' right to work is derived from another person’s immigration permission, the Trust will discuss the implications of this with the candidate before a permanent post is confirmed, to ensure that both parties understand the terms on which employment can be sustained.

Recruitment and Selection Approach

In line with best practice and regulatory guidance, our selection process is fair, consistent and based on your ability to perform the role, contribute to the organisation and your potential for development.

What to expect:

• Application screening: Your application will be reviewed against the person specification
• Interview: Typically, a panel interview with competency-based and values-based questions
• Assessment: Role-dependent assessments may include practical tasks or presentations
• Timeline: We aim to complete the process within 47 days of the closing date. Recruitment Journey is attached to all live vacancies.

We are committed to making reasonable adjustments for disabled candidates at any stage. Please contact us to discuss your needs.

Employer certification / accreditation badges

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

Please note this vacancy may close early due to high volume of applications

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