Band 4 Medical Secretary/Ward Administrator - Hillis Lodge

NHS; Birmingham; On-site; GBP 27,000 - 31,000; Full time

Job summary

A regional mental health trust in Birmingham is seeking a full-time Medical Secretary/Ward Administrator to provide vital secretarial support to the clinical team. The ideal candidate should have NVQ Level III and experience in a healthcare environment. Responsibilities include managing communications, maintaining records, and supporting various administrative tasks. This role offers a salary range of £27,485 to £30,162 per annum.

Qualifications

• Experience working in an administrative role within the NHS.
• Ability to demonstrate excellent use of the English language/grammar.
• Knowledge of Data Protection Act and Information Governance.

Responsibilities

• Provide comprehensive secretarial and administrative service.
• Take minutes of clinical team and business meetings.
• Maintain diary management for the Consultant Psychiatrist and Ward Manager.

Skills

Audio typing

Excellent communication skills

Knowledge of medical terminology

Teamwork

Education

NVQ Level III in Business Admin or equivalent

GCSE English or above

Tools

Microsoft Office

Job description

Go back Birmingham and Solihull Mental Health NHS Foundation Trust

Band 4 Medical Secretary/Ward Administrator - Hillis Lodge

The closing date is 09 November 2025

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.

Main duties of the job

• 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.

About us

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.

Job responsibilities

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.

Person Specification

Qualifications

• NVQ Level III in Business Admin or equivalent
• Evidence of IT skills - Microsoft Packages/Typing/ to level RSA II or equivalent
• GCSE English or above and ability to demonstrate excellent use of the English language/grammar

Knowledge

• Knowledge of the Data Protection Act and Information Governance
• Experience of providing secretarial support
• Experience of taking minutes
• Experience of working in an administrative role within the NHS

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Birmingham and Solihull Mental Health NHS Foundation Trust

£27,485 to £30,162 a year per annum, pro rata