Band 4 Medical Secretary/Ward Administrator - Hillis Lodge

Birmingham and Solihull Mental Health NHS Foundation Trust; Birmingham; On-site; GBP 25,000 - 30,000; Full time

Job summary

A healthcare provider in Birmingham is seeking a full-time medical secretary ward administrator. The role involves providing comprehensive secretarial and administrative support within a busy team, requiring strong communication skills and experience in healthcare. Candidates must have formal secretarial qualifications and a good general education. The position requires audio typing and familiarity with medical terminology, focusing on improving mental health services. Applications are encouraged early as the advert may close sooner than the stated date.

Qualifications

• Experience of working in healthcare is essential.
• Must possess essential qualifications as outlined in the personal specification.

Responsibilities

• Provide comprehensive secretarial and administrative service to the Consultant Psychiatrist and Ward Manager.
• Take minutes of clinical meetings and maintain CPA Case Conferences.
• Manage diary for Consultant Psychiatrist and Ward Manager.
• Place orders and support procurement.

Skills

Excellent communication skills

Audio typing

Knowledge of medical terminology

Ability to work within a team

Education

Formal secretarial qualifications

Good general level of education

Job description

A Vacancy at Birmingham and Solihull Mental Health NHS Foundation Trust.

Hillis Lodge Forensic Low Secure inpatient Team has a vacancy for a full time dual role medical secretary ward administrator to provide a comprehensive, reliable, confidential secretarial and admin service to support the Consultant Psychiatrist, Ward Manager and Clinical Team.

The successful applicant will need to possess a good general level of education with formal secretarial qualifications. Experience of working in healthcare is essential. The successful applicant must posses the essential qualifications outlined in the attached personal specification.

Responsibilities

• The successful candidate will be required to work within in a busy team providing a comprehensive secretarial and administrative service to the Consultant Psychiatrist, Ward Administrator and members of the multi disciplinary team.
• To take minutes of clinical team meetings and business meetings.
• To maintain a rolling programme of CPA Case Conferences
• Ensuring that any correspondence from the Ministry of Justice and Mental Health Act Office are dealt with according to working practice as and when required.
• Maintaining diary management for the Consultant Psychiatrist and Ward Manager
• Responsibility for all room bookings and visitors.
• To update staff records.
• Place orders and support procurement.
• A good level of audio typing and medical terminology is required. Knowledge of the Trust systems is desirable.
• The successful candidate must have excellent communication skills and be able to work within a team.

Qualifications

• Good general level of education
• Formal secretarial qualifications
• Experience of working in healthcare is essential
• Essential qualifications outlined in attached personal specification

Welcome to Birmingham and Solihull Mental Health NHS Foundation Trust. Our 4000 clinical and support staff help us to improve mental health wellbeing and meet the needs of the 70,000 people we serve each year. We provide a range of mental healthcare services across Birmingham and Solihull, as well as specialised services nationally. We also offer medical, nursing and psychology training and are proud of our international reputation for both research and innovation.

Our population is culturally diverse, characterised in places by high levels of deprivation which create an increasing demand for our services and a necessity for us to make sure everyone can access the help they need. We are a team of compassionate, inclusive and committed people working together to provide excellent care to support our community. If you are looking for a place to belong, where you can make a real difference to people’s lives, join our team where our warm welcome is waiting for you.

For further information about the main responsibilities please view the attached job description and person specification.

We are unable to support applications from job seekers who require sponsorship to work the United Kingdom (UK).

Requirement to work Monday to Friday.

We highly recommend you submit your application as soon as possible, this post may close earlier than the indicated closing date if a sufficient number of applications are received.

This advert closes on Sunday 9 Nov 2025.