Band 3 Supporting Medical Secretary

Birmingham Community Healthcare NHS Foundation Trust; Birmingham; On-site; GBP 24,000 - 29,000; Full time

Job summary

Birmingham Community Healthcare NHS Foundation Trust is seeking a Support Medical Secretary to join the Children in Care Team, based at St Stephens Centre, Birmingham. This permanent role is 37.5 hours per week and requires strong secretarial and administrative skills in a busy clinical environment.

You will provide comprehensive secretarial support to Children in Care clinics, including audio typing, appointment coordination, and confidential report preparation, while maintaining high standards

Qualifications

• Provide comprehensive secretarial and administrative support, including transcription, document preparation, correspondence management, and general office administration.
• Act as a key point of contact for patients, parents/carers, clinical teams, and external services, handling enquiries and maintaining effective communication.
• Coordinate and manage patient appointments, clinic bookings, diary management, and clinic-related administrative processes.

Responsibilities

• Provide comprehensive secretarial and administrative support, including transcription, document preparation, correspondence management, and general office administration.
• Act as a key point of contact for patients, parents/carers, clinical teams, and external services, handling enquiries and maintaining effective communication.
• Coordinate and manage patient appointments, clinic bookings, diary management, and clinic-related administrative processes.
• Maintain accurate and confidential patient records, case notes, and documentation in line with organisational standards and data protection requirements.
• Prioritise and manage workloads to meet deadlines, service standards, and operational requirements.
• Organise meetings and support the preparation of presentations, reports, and associated documentation.
• Liaise with clinical teams and booking services to coordinate clinic changes and ensure continuity of service.
• Respond to and elevate concerns, complaints, and urgent matters appropriately.
• Manage incoming and outgoing mail, filing systems, and the secure handling and disposal of confidential information.
• Monitor and maintain office resources, stationery levels, and administrative procedures to support the efficient running of the service.
• Provide administrative support for specialist clinics and services, ensuring compliance with local procedures and standards.

Job description

An opportunity has arisen for a Support Medical Secretary to join our team within the Children in Care Team of the Children and Families Division.

Based at St Stephens Centre, Birmingham, This is a permanent post of 37.5hrs per week.

This interesting 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.

You will responsible for the provision of a comprehensive secretarial and administrative service in respect of Children in Care clinics for a team of Community Paediatric Doctors.

Duties will include audio typing, handling telephone calls, liaising closely with Doctors and Administrative colleagues and organising correspondence around clinic appointments. The typing of confidential, complex and often sensitive clinical reports is also an integral part of the role.

You will have the ability to work under pressure, prioritise your workload and to deal with confidential and sensitive issues in a professional manner.

• Provide comprehensive secretarial and administrative support, including transcription, document preparation, correspondence management, and general office administration.
• Act as a key point of contact for patients, parents/carers, clinical teams, and external services, handling enquiries and maintaining effective communication.
• Coordinate and manage patient appointments, clinic bookings, diary management, and clinic-related administrative processes.
• Maintain accurate and confidential patient records, case notes, and documentation in line with organisational standards and data protection requirements.
• Prioritise and manage workloads to meet deadlines, service standards, and operational requirements.
• Organise meetings and support the preparation of presentations, reports, and associated documentation.
• Liaise with clinical teams and booking services to coordinate clinic changes and ensure continuity of service.
• Respond to and elevate concerns, complaints, and urgent matters appropriately.
• Manage incoming and outgoing mail, filing systems, and the secure handling and disposal of confidential information.
• Monitor and maintain office resources, stationery levels, and administrative procedures to support the efficient running of the service.
• Provide administrative support for specialist clinics and services, ensuring compliance with local procedures and standards.

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 local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.

For further details / informal visits contact: Name: Lauren Yeomans Job title: Paediatric Admin Team Leader Email address: [e-mail] Telephone number: 07708076409