Community Secretary / Administrator
Closing date: 05 May 2026.
We are a community healthcare provider working across the Northwest, and we have an exciting opportunity for a Community Secretary / Administrator to join our team. The post is based within the Child Development Centre, Sandy Lane, Warrington.
Main duties of the job
* Provide comprehensive secretarial and administrative support to community clinics and associated health professionals, and actively participate and contribute to service development.
* Provide a customer focused service to clinic users, coordinating appointments and workload management, liaising with staff.
* Provide relief cover at other locations as requested.
* Provide front-line service for all service user enquiries, responding to telephone and face-to-face enquiries efficiently, tactfully and professionally; redirecting calls and taking action as appropriate. Enquiries may require extensive knowledge of clinical services and liaison with internal services and partner agencies.
* Maintain, develop and manage all aspects of secretarial support clinically and/or administratively.
* Manage the patient booking system: building clinic sessions, managing waiting lists and breaches and performing data cleansing.
* Act as the super user for the patient electronic computer system.
* Ensure appropriate levels of stock and lower level clinical equipment are requisitioned on the Purchase Ordering system.
* Ensure display and availability of information sources at reception with an adequate and attractive display of front-desk posters and leaflet materials; distribute and collate all patient surveys.
* Deal with all internal and external mail and redistribute to relevant departments.
* Accept deliveries and ensure they are dealt with promptly.
* Ensure vaccine deliveries are stored in accordance with the Immunisation policy.
* Maintain an effective photocopying, filing and archiving system, including records management in line with Trust policy.
* Copy and type audio-type medical reports that contain medical/clinical terminology and general correspondence as indicated.
* Report any faults, defects or building defects to the CAFM Helpdesk.
* Undertake Fire Warden and First Aid duties as required to ensure legislative compliance.
* Manage and book clinic and meeting rooms within the premises and keep room availability updated.
* Manage, update and maintain clinical diaries as requested.
* Carry out inductions for all new staff and service users who may work within the postholder’s clinic location, including fire procedures, building facilities and general rules and procedures.
* Communicate verbally and in writing with multi-agency services regarding information that may be sensitive or highly distressing and may have a legal nature.
* Arrange meetings between staff as directed, take notes and distribute meeting notes.
* Assist with research and audit activity using a variety of audit tools including the internet.
* Coordinate information received from external partners (e.g. A&E reports).
Experience
* Significant proven experience in an administrative role.
* Ability to work to and meet deadlines.
* Experience of working in a pressured environment.
* Minute-taking.
* Experience of working in a clinic or office environment.
* Medical secretarial experience.
* Previous experience of working within the health or social sector.
* Previous experience of using an appointment booking system.
* Previous experience of supervising staff including the carrying out of personal development reviews.
Skills and Knowledge
* Good working knowledge of Microsoft Word and other Microsoft packages, including external databases and system packages (Excel, Access, Publisher, PowerPoint).
* Motivated and able to work as part of a team.
* Ability to work on own initiative.
* Good organiser of self and workload.
* Excellent telephone manner and customer service skills.
* Ability to take and produce meeting notes.
* Diary maintenance (both electronic and manual).
* Ability to prioritise workload and delegate as necessary.
* Exercise judgement when dealing with patient enquiries, analyse and resolve patient problems.
* Ability to analyse and interpret data and extract relevant information and report and act accordingly.
Job Specific Requirements
* The ability to travel independently across the Trust.
* Ability to work flexibly in accordance with service needs.
* Ability to communicate effectively with people at all levels, overcoming barriers to communication including difficult or challenging conversations.
* Ability to file records at high and low levels which may be unwieldy.
* Self-motivated and able to work under a range of pressures.
* Maintain confidentiality and diplomacy at all times.
Other
* Ability to travel independently across the Trust.
* Ability to work flexibly in accordance with service needs.
Relationships / Sponsorship
* Disclose any relationship with a director or employee of an appointing organisation.
* Confirm right to work status (share-codes will be checked where applicable).
Qualifications
* 4 GCSEs at grade C or above, including Maths and English, or Key Skills equivalents.
* NVQ Level 3 in Business Administration or Customer Care.
* RSA Level III in typing or equivalent.
* ECDL or equivalent.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and therefore a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB) will be made to check for any previous criminal convictions.
Bridgewater Community Healthcare NHS Foundation Trust
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