Band 2 Receptionist/Admin Support - Community Paeds

Birmingham Community Health Care Nhs Foundation Trust; Birmingham; On-site; GBP 18,000 - 24,000; Part time

Job summary

Birmingham Community Health NHS Foundation Trust is offering a part-time receptionist/administrative support role for the medical secretarial team. The position runs 30 hours per week, Tuesday to Friday, 08:45 to 16:45, supporting reception and ensuring efficient service operations.

Responsibilities include answering calls, pulling clinic notes, handling letters and referrals, and maintaining filing accuracy.

Qualifications

• Part-time role supporting medical secretarial team.
• Good communication and telephone handling skills required.
• Experience with medical notes and administrative workflows is helpful.

Responsibilities

• Answer telephone calls and forward queries as needed.
• Pull and bind notes for clinics to agreed information governance standards.
• Photocopy and dispatch clinical letters and reports, ensuring correct demographics.
• Arrange interpreters following local procedures.
• Open, stamp, scan referrals and route to Central Booking Service in a timely manner.
• Archive clinical notes on an annual cycle and retrieve notes for audits.
• Maintain tidy filing areas and ensure notes are up to date.
• File correspondence in medical notes prior to appointments.
• Ensure medical records contain documents and forms required by consultants.

Skills

Reception duties

Administrative tasks

Effective communication

Tools

PAS system

Job description

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.

• Part time post - 30 hours per week (Tuesday - Friday 08:45 - 16:45) To provide reception service and administrative support to the medical secretarial team to ensure that the service operates efficiently.,
• 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.

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.