Administration Secretary

Walsall Healthcare; Walsall; On-site; GBP 26,000 - 27,000; Full time

Benefits offered by this job

NHS Pension arrangements

Staff accommodation where available

Job summary

Walsall Healthcare NHS Trust in Walsall is seeking an Administration Secretary (AfC Band 3) to join the Gynaecology team. The role is 37.5 hours per week, Monday to Friday, offering a diverse range of medical audio and word-processing duties and diary management within an integrated care model.

You will need strong organisational and communication skills, experience with CareFlow, and a good command of English. Cross-cover training for Gynae Easibook and Colposcopy admin is provided.

Qualifications

• GCSE Maths and English or equivalent are required.
• Excellent interpersonal and communication skills.
• Experience using hospital patient management systems (CareFlow).
• NHS experience within the last 2 years is desirable.

Responsibilities

• Provide comprehensive medical audio and word-processing support to the clinical team, including letters, minutes and reports.
• Obtain medical notes and manage referrals to ensure prompt review and appropriate follow-up.
• Answer calls promptly with a polite telephone manner and professionalism.
• Liaise with patients and relatives, book clinic appointments and share routine information.
• Exercise judgement on enquiries, schedule clinics, and manage diary commitments for the team.
• Support junior staff and demonstrate duties to new starters as required.

Skills

Interpersonal skills

Communication skills

Education

GCSEs in Math and English

Tools

CareFlow

Job description

Main area Administration Grade NHS AfC: Band 3 Contract Permanent: Full time Monday-Friday Hours Full time - 37.5 hours per week (Monday-Friday) Job ref 407-WCCSS-8287496

Site Manor Hospital Walsall Town Walsall Salary £25,760 - £27,476 Per annum Salary period Yearly Closing 14/10/2026 23:59

Walsall Manor Hospital is a busy district general hospital offering compete range of acute services. The Trust primarily serves the immediate population of Walsall with some patients requiring more specialised treatment at other, neighbouring Trusts. The Trust continues to invest in its facilities and services, supporting high-quality care for the communities it serves.

This role offers the opportunity to work within our integrated care model, contributing to high-quality services that help people remain independent in their own homes and communities.

We are committed to investing in our workforce and creating an environment where colleagues can learn, contribute and develop. Our new Urgent Emergency Care Centre, opened in March 2023, demonstrates our ongoing investment in facilities and services.

As an employee, you’ll benefit from an attractive salary and comprehensive benefits package (detailed in Employer Description above), plus access to NHS pension arrangements and staff accommodation where available.

Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant, currently holding the Bronze Award, underlining our commitment to supporting the Armed Forces Community.

Job overview

Administration Secretary

AfC Band 3 post - 37.5 Hours

The Gynaecology service is looking to recruit an enthusiastic, self-motivated secretary to complement our existing friendly team. Your involvement in our team will help fulfil our commitment to delivering a comprehensive, medical audio and word-processing service to the clinical team.

You will have good organisational skills and be able to manage your workload effectively. It is desirable for you to be competent in using Careflow and Dragon dictation software

We require good communication skills and an excellent telephone manner and professionalism is expected within this role at all times. You will have a good command of the English language with the ability to understand and accurately convey verbal and written information.

This post will also be trained in Gynae Easibook and Colposcopy admin to enable cross-cover of services as well as support Care Group Administration

Main duties of the job

1. To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.

2. Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.

3. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.

4. Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, as well as booking clinic appointments, which may require tact and persuasive skills or where there are barriers to understanding.

5. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.

6. Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.

Working for our organisation

Walsall Healthcare NHS Trust The Trust directly employs more than 4,000 staff making it one of the largest employers in Walsall. We are an integrated Trust and the only provider of NHS acute care in Walsall, providing inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor Hospital houses the full range of district general hospital services under one roof.

We provide high quality, friendly and effective community health services from some 60 sites including Health Centres and GP surgeries. Covering Walsall and beyond, our multidisciplinary services include rapid response in the community and home-based care, so that those with long-term conditions and the frail and elderly, can remain in their own homes to be cared for wherever appropriate.

The hospital site was redeveloped between 2007 and 2010 and has 550 acute beds. It also comprises of outpatient, diagnostic and treatment facilities for short stay cases whilst the upgraded older building provides emergency care.

Over the last 12 months more than £50m has been invested in healthcare services across the hospital’s estate which includes two new, state-of-the-art MRI scanners, the creation of a new 22 bedded Intensive Care Unit and a new Obstetric Theatre and expansion of the Neonatal Unit

Detailed job description and main responsibilities

• To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
• Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.
• To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
• Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, as well as booking clinic appointments, which may require tact and persuasive skills or where there are barriers to understanding.
• Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
• Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.
• Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.
• Managing own workload, with the support of a Team Leader (or equivalent) being available for reference and advice, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures.
• Ordering and maintaining office supplies and stationery as appropriate.
• General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.

* Any other reasonable duties required by line manager

NB: This post holder will be required to support Medical Secretaries, Gynae Easi-Book and Colposcopy admin service. They will also support the Care Group Teams administration needs when required

Person specification

Qualification

• Pass at GSCE Math and English or equivalent

Experience

• Excellent knowledge of the full range of Microsoft Office Programmes (i.e. Word/Outlook/Excel/PowerPoint)
• Experience of using Hospital patient management systems (e.g.Care Flow)
• At least 1 year in NHS within last 2 years

Skills

• Excellent interpersonal and communication skills

Knowledge

• Knowledge of medical terminology and secretarial procedures

Please note your application will be transferred from the NHS Jobs system to the internal Walsall Healthcare Trac System. All correspondence will be sent via Trac.

Sponsorship and Visas

We welcome applications from all candidates with the right to work in the UK, including those on Health and Care Visas, Graduate Visas, or other valid permissions. All candidates will be considered on equal terms.

This Trust currently recruits successfully from the domestic labour market and has a sufficient pool of suitably qualified candidates for Band 3 roles. Visa sponsorship is therefore not available for this role currently.Candidates who already hold the right to work in the UK, including those on an existing Health and Care Visa, Graduate Visa, or any other valid permission are welcome to apply and will be considered on equal terms. This position is reviewed regularly in line with Home Office guidance. Right to work will be verified at each stage of the recruitment and monitored throughout employment. All candidates who are offered a position will be required to provide evidence of their right to work in the UK as part of the pre-employment checks process. Where a candidates' right to work is derived from another person’s immigration permission, the Trust will discuss the implications of this with the candidate before a permanent post is confirmed, to ensure that both parties understand the terms on which employment can be sustained.

Recruitment and Selection Approach

In line with best practice and regulatory guidance, our selection process is fair, consistent and based on your ability to perform the role, contribute to the organisation and your potential for development.

What to expect:

• Application screening: Your application will be reviewed against the person specification
• Interview: Typically, a panel interview with competency-based and values-based questions
• Assessment: Role-dependent assessments may include practical tasks or presentations
• Timeline: We aim to complete the process within 47 days of the closing date. Recruitment Journey is attached to all live vacancies.

We are committed to making reasonable adjustments for disabled candidates at any stage. Please contact us to discuss your needs.

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.

Application numbers

Please note this vacancy may close early due to high volume of applications

Name Emily Bissell Job title Deputy Care Group Manager Email address [e-mail] Telephone number 01922 721172 Additional information extension 3061 / 7879

If you have problems applying, contact

Address Walsall Healthcare NHS Trust
Manor Hospital
Moat Road
Walsall
West Midlands
WS2 9PS
Telephone [phone]