Band 2 Receptionist/Admin Support - Community Paeds

Birmingham Community Healthcare NHS foundation Trust; Birmingham; On-site; GBP 12,000 - 18,000; Part time

Job summary

A community healthcare provider in Birmingham is seeking a part-time Receptionist to provide administrative support to their medical secretarial team. The role involves answering telephone calls, managing post, and ensuring that medical records are maintained accurately. Applicants should have relevant experience and good communication skills. This position is scheduled for 16 hours per week, specifically on Tuesdays and Wednesdays.

Qualifications

• Experience in reception and administrative support.
• Ability to handle confidential information appropriately.
• Good communication skills, especially on the telephone.

Responsibilities

• Answer telephone calls and deal with initial queries.
• Photocopy and send out clinical letters and reports.
• Open and date-stamp post, ensuring urgent correspondence is passed on.

Job description

Vacancy at Birmingham Community Healthcare NHS Foundation Trust

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

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.

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

Responsibilities

• Answer telephone calls, deal with initial queries and forward calls and messages as necessary.
• Pull notes for clinics, ensuring notes are properly bound and prepared to agreed information governance and medical records standards.
• Photocopy and send out clinical letters and reports, ensuring that demographic information on letters matches the information on envelopes and finalise letters on PAS for the Secretary after being signed by the Doctors.
• Handle correspondence that may be upsetting in nature.
• Open and date‑stamp post, ensuring urgent correspondence is passed to the appropriate person.
• Scan 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 maximise medical records storage utilisation.
• Retrieve notes from filing as required for audits.
• Keep filing areas tidy and ensure daily filing to keep notes 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.
• Arrange interpreters as required, following local procedures.

About the Employer

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.

To answer telephone calls, deal with initial queries and forward calls and messages as necessary. Pull notes for clinics, ensure notes are properly bound and prepared to agreed information governance and medical records standards. Photocopy and send out clinical letters and reports ensuring that 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. Open and date stamp 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. Arrange interpreters as required, following local procedures.

This advert closes on Thursday 20 Nov 2025