Main area Children's & Families Division Grade Band 3 Contract Permanent Hours Part time - 20 hours per week (Tuesday - Friday 09:00 - 14:00) Job ref 820-7237518-CF
Employer Birmingham Community Healthcare NHS Foundation Trust Employer type NHS Site Park House Child & Family Centre Town Birmingham Salary £24,937 - £26,598 per annum (pro rata) Salary period Yearly Closing 22/07/2025 23:59
Band 3 Supporting Medical Secretary
Band 3
Job overview
***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***
An opportunity has arisen for a Band 3 Medical Secretary (Supporting) to join our team within the Community Paediatric Administration Service in the Children and Families Division working with the Education Health Care Team.
Based at Park House Child & Family Centre. This is a permanent Band 3 post offered on a part time basis, working 20 hours per week.
This interesting and varied role requires the ability to work well on your own initiative whilst being committed to teamwork. This position also requires good communication skills and the ability to meet the demands of working in a busy environment.
The successful applicant will be expected to display a range of organisational skills. Accuracy and the ability to work to deadlines is fundamental. Experience of audio typing, medical terminology and patient administration systems is also required.
You will have the ability to work under pressure, prioritise your workload and to deal with confidential and sensitive issues in a professional manner.
Main duties of the job
Provision of a comprehensive secretarial and administrative service for the Community Paediatric Doctors. Typing of clinical correspondence relating to community-based clinics. An understanding of Medical Terminology would be essential. General administrative duties including cover for other team members.
Working for our organisation
Be Part of Our Team...
BCHC has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehab Centre and one of Europe’s leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to ‘Be Part of Our Team’ and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you.
Detailed job description and main responsibilities
* Accurate transcription (either by digital dictation, audio or copy typing) of confidential correspondence, reports, notes of meetings and any other correspondence within agreed and acceptable timescales. Occasionally correspondence, by its nature, may be upsetting.
* Making and receiving telephone calls, both internally and externally, ensuring all messages are taken and relayed accurately to the appropriate member of the Team. Using own judgement to resolve problems arising.
* Daily contact with members of the Community Paediatric Team, EHC Team and the Central Booking Service liaising as appropriate and ensuring accurate information is passed on to the relevant service. Acting as a link between the Team and parents/carers by telephone /face to face, ensuring confidentiality is maintained at all times.
* To liaise with patients to book and amend appointments for clinics not booked by the Central Booking Service.
* Prioritise, plan and organise daily workload, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed and acceptable timescales and Standard Operating Procedures. Ensuring the Admin and Support Services Manager is informed of any changes in the working pattern.
* Ensure incoming mail is opened on a daily basis, date stamped and distributed/acted on in a timely manner. Ensure all urgent matters are redirected appropriately and promptly.
* Assist in implementing secretarial and administrative policies relevant to the Secretarial Team.
* Arrange meetings, both internally/externally, assisting in the preparation of handouts/presentations as requested.
* Prompt assistance in resolving complaints and concerns from parents/carers. Where this is not feasible, to ensure the Admin and Support Services Manager is made aware of any issues in order that these can be dealt with and escalated as appropriate.
* Effective maintenance and upkeep of patient case notes, to be kept in good order at all times, checking to see if child already has a current set of case notes and creating new files as necessary. Accurate and timely filing of patient correspondence and results at all times.
* Photocopying, filing, faxing and general administrative and clerical duties. Participation, as appropriate, in the replenishment of stationery within the admin area.
* Appropriate disposal and shredding of confidential papers.
* To liaise with the Central Booking Service in relation to any clinic changes that may occur, following local procedures.
* To monitor and maintain stationery stock levels.
* To follow the relevant processes in relation to the booking/typing of the EHC clinics
* Working with excel spreadsheets to ensure monthly reports are completed.
Information Technology
* To be conversant with Microsoft Office and Outlook, ensuring mail is read and acted upon on a daily basis.
* Maintain good housekeeping on computer (i.e. deleting any unnecessary documents, emails and archiving any emails onto personal drive)
* The post holder will utilise a patient administration system (Rio) and any other information relevant system(s) as required. To ensure all relevant information entered/held is both accurate and up to date at all times, alerting the Admin and Support Services Manager to any information governance issues
* Production of statistics, under direction, as required. To assist in creating/formatting spreadsheets, for required information/audit utilising Excel or other software as necessary.
Other Duties
* To ensure attendance and active participation in team meetings.
* Adopting a flexible working pattern within the secretarial team, in order to provide relevant cover for colleagues during periods of annual/sick leave as necessary.
* If applicable, through appropriate training, gain and retain an understanding of the working process/systems of the reception both from an information point of view and ability to cover at short notice during periods of sickness/annual leave as deemed necessary
* Participate in an annual appraisal and personal development plan/objective setting and attend statutory or appropriate training as identified and required by this process.
* To be responsible for sending emails and the distribution of incoming emails.
Person specification
Qualifications
* GSCE Maths and English grade 9-4 or equivalent qualification
Experience
* Previous secretarial or administrative experience
Skills
* Computer literate with the ability to work with different computer applications including Microsoft packages
* Strong organisational skills with the ability to multi-task
* Self-motivated and able to prioritise own workload
* Excellent communication skills to relate to both staff and service users
* Ability to handle sensitive information and escalate as appropriate
* Tact, empathy, efficiency, good organisational and communication skills, team worker, adaptable, flexible and self motivated
* Excellent telephone manner
* Must be able to observe confidentiality at all times.
In accordance with UK Home Office requirements, Band 2 clinical and non-clinical roles and Band 3 Non-Clinical roles are not eligible for sponsorship.
Please note that the majority of non-clinical roles (Agenda for Change Band 3 - 5) with the exception of those which appear on this list - link, will not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK.
All non-clinical roles (Agenda for Change Bands 6 - 9) that meet the prescribed salary threshold will be eligible for sponsorship.
The Trust will accept applications from candidates who can evidence their right to work in the UK or via alternative visa routes.
Disability Confident Employer and Guaranteed Interview Scheme
BCHC offers a guaranteed interview to any candidate who is Disabled, Neurodiverse, has a hidden or long term health condition as recognised under the Equality Act 2010, providing they meet the essential criteria of the job role, as set out in the person specification. We encourage applicants to submit their applications and to request any reasonable adjustments where required.
Equality, Diversity and Inclusion
Birmingham is a fantastic place to live and we serve a wide range of people and communities. BCHC are an advocate of diversity and strive to mirror the community we serve as much possible.
We are committed to and actively promote equality of opportunity for all staff and applications from individuals from all areas of the community who meet the specific criteria are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage/civil partnerships.
Promoting Workforce Equality
In response to data held by BCHC which demonstrates that individuals from particular protected characteristics are under-represented, BCHC are striving to redress these imbalances. In order to do this, the Trust is committed to the employment and career development of individuals with these protected characteristics. As part of this commitment and given this under-representation, the Trust guarantees an interview to any applicants from under-represented groups for positions at Band 8a and above whose application meets the essential criteria for the post as detailed on the Person Specification.
The Trust is currently under-represented in terms of people who identify as Black, Minority Ethnic (BME) and welcomes applicants from these communities. Selection will be on the basis of merit. In order to ensure the diversity of our workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.
Flexible Working
Birmingham Community Healthcare NHS Foundation Trust (BCHC) supports a variety of flexible working practices and, where possible (given our range of services and community settings) dependent upon the requirements associated with the role, will actively consider requests made and support these where practically possible. This may include hybrid patterns of working to enable colleagues to request the flexibility of a mixture of home/base working.
In accordance with the NHS People Promise, the Trust is committed to facilitating a healthy work/life balance that is essential to health and wellbeing and to making BCHC a ‘Great Place to Work’. We will be happy to discuss and consider all requests relating to working patterns and hours at your interview so please do ask!
Birmingham Community Healthcare NHS Foundation Trust acknowledges Artificial Intelligence (AI) or Generative AI (GenAI) tools such as ChatGPT, Claude, Copilot, Gemini etc; are powerful tools that can help you in various stages of your job application and how they can be used in certain circumstances during your application process with BCHC. You can read more about acceptable use on our internet pages here
Benefits of working for us:
* Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements
* Attractive relocation payment if you relocate to the local area.
* Discounts for local and national retailers
* Dedicated well-being services for all employees
* Flexible working where possible
Employer certification / accreditation badges
Application numbers
***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***
Name Anne-marie Rawlins Job title Team Leader Email address anne-marie.rawlins@nhs.net Telephone number 07858680939 Additional information
For general enquiries relating to this post please email:
Anne-marie Rawlins 07858 680939
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