Please note that this post may close earlier than the indicated closing date if a sufficient number of applications are received.
Job overview
An exciting opportunity has arisen for a full time Medical Secretary supporting cross cover both Bishop Wilson and Freshfields Clinic. As a key member of the secretarial team this is a varied role involving all aspects of secretarial and general administration duties. The post holder will be the first point of contact for other health care professionals so will need to demonstrate a high standard of communication and a professional attitude, along with our CYP & families. You will need to be well organised, able to multitask and possess excellent interpersonal skills. To provide a comprehensive secretarial/administrative support service to the medical/clinical team. To operate within the trust systems, which includes formatting/audio transcription of clinical letters/reports and other correspondence as required by the clinical/medical team within the trust’s timeframe plus attend and minute of meetings when required. The successful candidate will need to be a team player possessing excellent written and verbal skills with an eye for detail and demonstrate proficient keyboard/computer skills
It is essential that applicants can work on their own initiative, demonstrate effective organisational and communication skills at all levels, along with having the ability to prioritise their workload and process enquiries in a confidential and efficient manner.
Main duties of the job
The post holder will be responsible for undertaking a wide range of administrative and secretarial duties, which includes receipt of correspondence, booking of new/follow up patient appointments. Creating clinical letters/correspondence via digital dictation transcription within the trust timeframe. To attend and minute meetings as and when required. To monitor & support our consultants’ caseloads to ensure all KPI’s are kept up to date.
To work independently, priorities and organise own workload taking into consideration the competing demands of the service and ensure that all administration is carried out within the set timeframe.
Dealing sensitively with any complaints, problems or issues arising highlighting and where necessary referring the situation to the Admin Lead as appropriate.
This post is full-time Monday – Friday 09:00 – 17:00 but the post holder will be expected to have some flexibility with the working hours.
To act as a focal point of contact and be responsible for the dissemination of information, messages and enquires for the medical team, liaising with multidisciplinary team members, other health professionals and staff within the Trust, GP’s, Social Workers, Service Users, Carers and any other appropriate external agencies.
Working for our organisation
Welcome to Birmingham and Solihull Mental Health NHS Foundation Trust. Our 4000 clinical and support staff help us to improve mental health wellbeing and meet the needs of the 70,000 people we serve each year. We provide a range of mental healthcare services across Birmingham and Solihull, as well as specialised services nationally. We also offer medical, nursing and psychology training and are proud of our international reputation for both research and innovation.
Our population is culturally diverse, characterised in places by high levels of deprivation which create an increasing demand for our services and a necessity for us to make sure everyone can access the help they need. We are a team of compassionate, inclusive and committed people working together to provide excellent care to support our community. If you are looking for a place to belong, where you can make a real difference to people’s lives, join our team where our warm welcome is waiting for you.
Detailed job description and main responsibilities
For further information about the main responsibilities please view the attached job description and person specification.
We highly recommend you submit your application as soon as possible, this post may close earlier than the indicated closing date if a sufficient number of applications are received.
We are unable to support applications from job seekers who require sponsorship to work the United Kingdom (UK)
Person specification
Secretarial
* GCSE English Grade C or above or equivalent
* Significant secretarial/administration experience of working in a health or equivalent environment a
* Minute-taking
* Significant experience of Microsoft Office including databases /Word/Outlook/Excel, Power point/Publisher
* AMSPAR Diploma
* Shorthand or Speed writing
* Experience in working with children and people who suffer with Mental Health/ Substance Misuse related problems.
Our Trust is committed to treating individuals fairly and ensuring they have the same opportunities to fulfil their potential, even if this means doing things differently for different people sometimes. We are working hard to ensure our workforce reflects the diversity within Birmingham and Solihull and that our services meet the needs of all diverse service users and carers.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice pre-employment checks will be undertaken before any appointment is confirmed. As part of the selection process you may be required to undergo a Disclosure and Barring Service (DBS) check, however all cases of criminal record history are dealt with on a case by case basis.
Please note, if applicable for your role you will be required to cover the cost of your DBS certificate. This will be deducted from your salary over 3 months. You will also be required to sign up to the DBS Update Service before commencement with the Trust. The Trust will reimburse this. You will be contractually obliged to maintain your subscription.
All successful applicants will be required to complete the Trust’s induction programme. The Fundamental (Statutory and Mandatory) training will be in an e-learning format. You will be required to complete training modules online (approx. 9-14 hours depending on post) by the end of your second week with us.
If you are successful at the shortlisting stage of the recruitment process we may contact you via email to advise you of the interview details. Please ensure you access your email account from which you applied regularly once the position has closed.
Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. However, please ensure that you check if this role meets the eligibility criteria for sponsorship. Non UK /Republic of Ireland candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Browse: Work in the UK - GOV.UK (www.gov.uk). The minimum salary threshold for a Health and Social Care is £25,000 and for the Skilled Worker route is £38,700. If the starting salary for this role is below this, we will not be able to provide sponsorship.
Relocation expenses may be reimbursed subject to eligibility. The policy provides for reimbursement up to £8,000.
Please note - if you are applying for a role within Police custody, due to Police Vetting requirements you must have been a UK resident for the last years.
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.
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