Job summary
Please note, this is an internal vacancy and only employees of Birmingham Community Health NHS Foundation Trust (BCHC), Trust Bank and agency staff engaged with BCHC are eligible to apply at this time.
***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 Children in Care Team.
Based at Four Oaks Medical Centre. This is a permanent Band 3 post offered on a part time basis, working 22.5 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.
About us
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.
Job description
Job 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, Children in Care 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 Children in Care and Adoption clinics
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 (PAS) 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 faxes and the distribution of incoming faxes.
Job description
Job 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, Children in Care 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 Children in Care and Adoption clinics
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 (PAS) 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 faxes and the distribution of incoming faxes.
Person Specification
Qualifications
Essential
- GSCE Maths and English grade 9-4 or equivalent qualification
Experience
Essential
- Previous secretarial or administrative experience
Skills
Essential
- 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
Personal qualities
Essential
- 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.
Person Specification
Qualifications
Essential
- GSCE Maths and English grade 9-4 or equivalent qualification
Experience
Essential
- Previous secretarial or administrative experience
Skills
Essential
- 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
Personal qualities
Essential
- 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.
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.
