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Birmingham Community Healthcare NHS FT

Band 2 Receptionist/Admin Support - Community Paeds

The closing date is 20 November 2025

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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 - 16 hours per week (Tuesdays & Wednesdays 08:30 - 17:00)

To provide reception service and administrative support to the medical secretarial team to ensure that the service operates efficiently

Main duties of the job

To answer telephone calls, dealing with initial queries and forwarding calls and messages as necessary. Responsible for pulling of notes for clinics ensuring that the notes are properly bound and prepared to agreed information governance and medical records standards. Photocopying and sending out of clinical letters and reports ensuring that the demographic information on letters matches the information on envelopes and finalise the letters on PAS for the Secretary (after being signed by the Doctors). Due to their content some correspondence may be of an upsetting nature.

Opening and date stamping of post, ensuring that urgent correspondence is passed onto the appropriate person, scan in the new patient referrals (after triage by the Doctor) and send them to the Central Booking Service, in a timely manner. Participate in archiving clinical notes on an annual cycle to ensure the best utilisation of medical records storage. Retrieve notes from filing as required for audits. Ensure that the filing areas are kept tidy and that filing is undertaken on a daily basis to ensure that notes are up to date. File correspondence and reports in medical notes prior to appointments. Ensure medical records contain documents, graphs and forms required by Consultants and medical staff. To arrange interpreters as required, following local procedures.

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.

Details

Date posted

11 November 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year per annum (pro rata)

Contract

Permanent

Working pattern

Part-time

Reference number

820-7515928-CF

Job locations

Birmingham Heartlands Hospital - Child Development Centre

Bordesley Green, Birmingham

B9 5SS


Job description

Job responsibilities

To answer telephone calls, dealing with initial queries and forwarding calls and messages as necessary. Responsible for pulling of notes for clinics ensuring that the notes are properly bound and prepared to agreed information governance and medical records standards. Photocopying and sending out of clinical letters and reports ensuring that the demographic information on letters matches the information on envelopes and finalise the letters on PAS for the Secretary (after being signed by the Doctors). Due to their content some correspondence may be of an upsetting nature.

Opening and date stamping of post, ensuring that urgent correspondence is passed onto the appropriate person, scan in the new patient referrals (after triage by the Doctor) and send them to the Central Booking Service, in a timely manner. Participate in archiving clinical notes on an annual cycle to ensure the best utilisation of medical records storage. Retrieve notes from filing as required for audits. Ensure that the filing areas are kept tidy and that filing is undertaken on a daily basis to ensure that notes are up to date. File correspondence and reports in medical notes prior to appointments. Ensure medical records contain documents, graphs and forms required by Consultants and medical staff. To arrange interpreters as required, following local procedures.

Job description

Job responsibilities

To answer telephone calls, dealing with initial queries and forwarding calls and messages as necessary. Responsible for pulling of notes for clinics ensuring that the notes are properly bound and prepared to agreed information governance and medical records standards. Photocopying and sending out of clinical letters and reports ensuring that the demographic information on letters matches the information on envelopes and finalise the letters on PAS for the Secretary (after being signed by the Doctors). Due to their content some correspondence may be of an upsetting nature.

Opening and date stamping of post, ensuring that urgent correspondence is passed onto the appropriate person, scan in the new patient referrals (after triage by the Doctor) and send them to the Central Booking Service, in a timely manner. Participate in archiving clinical notes on an annual cycle to ensure the best utilisation of medical records storage. Retrieve notes from filing as required for audits. Ensure that the filing areas are kept tidy and that filing is undertaken on a daily basis to ensure that notes are up to date. File correspondence and reports in medical notes prior to appointments. Ensure medical records contain documents, graphs and forms required by Consultants and medical staff. To arrange interpreters as required, following local procedures.

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

Other job requirements

Essential

  • To act responsibly and professionally at all times

Desirable

  • Ability to travel between bases as required
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

Other job requirements

Essential

  • To act responsibly and professionally at all times

Desirable

  • Ability to travel between bases as required

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

Birmingham Heartlands Hospital - Child Development Centre

Bordesley Green, Birmingham

B9 5SS


Employer's website

https://www.bhamcommunity.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Birmingham Community Healthcare NHS FT

Address

Birmingham Heartlands Hospital - Child Development Centre

Bordesley Green, Birmingham

B9 5SS


Employer's website

https://www.bhamcommunity.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Admin Team Leader

Kelly Jones

kelly.jones47@nhs.net

07896565141

Details

Date posted

11 November 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year per annum (pro rata)

Contract

Permanent

Working pattern

Part-time

Reference number

820-7515928-CF

Job locations

Birmingham Heartlands Hospital - Child Development Centre

Bordesley Green, Birmingham

B9 5SS


Supporting documents

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