About this role
Job summary
** 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. **
Part time post - 22.5 hours per week (Tuesdays, Wednesdays, Thursdays - 08:30-16:30)
To provide administrative support to the child in care medical secretarial team to ensure that the service operates efficiently.
Main duties of the job
Provide general administrative and clerical support, including managing telephone enquiries, messages, correspondence, and post. Maintain accurate patient and departmental records, including updating information on relevant systems and retrieving documentation when required. Support the smooth running of outpatient clinics by preparing clinic lists, managing documentation, and liaising with consultants, secretaries, and booking services. Handle confidential documents through scanning, photocopying, filing, uploading, and distribution in line with data protection requirements. Assist medical secretaries with routine administrative tasks and correspondence. Monitor and maintain departmental supplies, stationery, and clinical documentation stock levels. Resolve day-to-day administrative issues and coordinate with relevant teams to ensure efficient departmental operations. Contribute to quality assurance activities, audits, and compliance with organisational policies, procedures, and administrative standards. Undertake additional duties appropriate to the role as directed by management.
About us
Be Part of Our Team...
Birmingham Community Healthcare NHS Foundation Trust - known as BCHC - and its 5,000 staff are dedicated to delivering the best care they can to those using our services, and to helping build healthy communities.
The team deliver more than 100 different NHS services for people of all ages - from birth through childhood and adult life to older years.
BCHC provides core community health services for the 1.1 million people of Birmingham and also a range of specialist rehabilitation and dental services for the 6.5 million people across the wider West Midlands region.
BCHC colleagues are focused on delivering safe, high quality care, working across a range of locations including people's own homes, community clinics and hospital settings. BCHC actively works in integrated style with a range of partner organisations across health and social care, and promotes equitable access for all to NHS services.
Job description Job responsibilities
Answer telephone calls, deal with initial enquiries, and forward calls or messages as appropriate. Photocopy, scan, and upload confidential documents, including correspondence that may contain sensitive or distressing information. Open, date-stamp, and distribute incoming post, ensuring urgent correspondence is passed to the appropriate person promptly. Retrieve and manage case notes and records as required, including for audit purposes. Provide consultants and medical staff with clinic lists at the start of each clinic session. Liaise with consultants' secretaries and the Central Booking Service regarding clinic cancellations, additions, and amendments. Support the smooth administrative operation of the department by resolving routine issues and coordinating equipment and stationery requests. Assist medical secretaries with routine administrative tasks and correspondence, including copy typing where required. Maintain adequate stocks of clinical documentation and ensure clinic rooms are appropriately supplied. Receive, sort, and distribute post for multidisciplinary team members as required. Update and maintain accurate patient information on the Patient Administration System (PAS).Monitor and replenish departmental stationery supplies. Adhere to divisional administrative standards and participate in audits when required. Comply with all Trust policies, procedures, and departmental Standard Operating Procedures (SOPs).Undertake any other duties appropriate to the grade and responsibilities of the post, as agreed with the line manager.
Person Specification
Qualifications Essential
5 or more GCSE/O levels which must include English and Maths at Level C or above OR equivalent
Experience Essential
Previous office experience in a role involving dealing with the public Experience of working within a team
Skills/knowledge Essential
Excellent communication skills to relate to both staff and members of the public Self-motivated and able to prioritise own workload PC skills Windows XP, Excel
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Birmingham Community Healthcare NHS FT
Address St Stephens Centre
171 Nineveh Road
Birmingham
B21 0SY
United Kingdom
Employer's website https://www.bhamcommunity.nhs.uk/ (Opens in a new tab)