Community Secretary / Administrator

Bridgewater Community Healthcare NHS Foundation Trust; Warrington; On-site; GBP 22,000 - 28,000; Full time

Job summary

A community healthcare provider in Warrington is seeking a Community Secretary/Administrator to provide administrative support within the Child Development Centre. The role includes managing patient bookings, coordinating clinic appointments, and ensuring efficient communication with health professionals. Candidates should have at least two years of administrative experience, strong organizational skills, and the ability to work in a busy environment. Flexible working options are available, and the role will require a background in medical secretarial experience.

Benefits

Flexible working options

Qualifications

• Minimum two years of experience in an administrative role.
• Experience in a customer-facing environment.
• Familiarity with medical secretarial tasks.

Responsibilities

• Provide comprehensive secretarial and administrative support to community clinics.
• Manage patient booking systems and deal with enquiries efficiently.
• Coordinate appointments and perform first aid duties as required.

Skills

Customer service skills

Organizational skills

Communication skills

Ability to work under pressure

Education

4 GCSEs at grade C or above

RSA Level III in typing

ECDL or equivalent

NVQ 3 in Business Administration

Tools

Microsoft Word

Electronic booking systems

Job description

Go back Bridgewater Community Healthcare NHS Foundation Trust

Community Secretary / Administrator

The closing date is 01 January 2026

Were a community healthcare provider working across the Northwest, and we have an exciting opportunity for Band 3 Community Secretary/Administrator . The post is based within the Child Development Centre, Sandy Lane, Warrington.

• To provide comprehensive secretarial and administrative support to the community clinics and associated health professionals and will actively participate and contribute to the development of the service;
• To provide a customer focused service to the users of the clinics to incorporate the co-ordination of appointments and workload management for the clinics liaising with all staff;
• To provide relief cover at other locations as requested.

Main duties of the job

• To provide comprehensive secretarial and administrative support to the community clinics and associated health professionals and will actively participate and contribute to the development of the service;
• To provide a customer focused service to the users of the clinics to incorporate the co-ordination of appointments and workload management for the clinics liaising with all staff;
• To provide relief cover at other locations as requested.

About us

Flexible working will be considered for all roles.

Unfortunately, we do not hold a sponsor licence for working Visas.

At Bridgewater, our PEOPLE values shape how we deliver our NHS services in your local community.

They help us deliver our mission to improve local health and promote wellbeing in the communities we serve.

After all, values are about people and they were created in partnership with our staff to reflect what they felt was important to them

Here at Bridgewater our shared values flow through the organisation.

P - Person-centred – We are passionate about individual needs and promote independence in the healthcare we provide.

E - Empowered – We empower our people and encourage new ideas to deliver and create improvements in community care.

O - Open and Honest – We behave in a way that develops relationships based on trust, openness, honesty and respect.

P - Professional – We support our people, so everyone has the right skills and training to deliver outstanding patient care.

L - Locally Lead – We are always learning about our communities and show great pride in being a local provider of health and care.

E - Efficient – We use our resources wisely to provide sustainable and value for money healthcare for our patients.

Job responsibilities

• To provide a front line service for all service user enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary.
• To be responsible for maintaining, developing and managing all aspects of secretarial support clinically and/or administratively;
• The management of the patient booking system to include building of clinic sessions, management of waiting lists and breaches, data cleansing;
• To act as the Super user for the patient electronic computer system;
• To ensure that appropriate levels of identified stock and lower level clinical equipment are requisitioned on the Purchase Ordering system;
• To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys;
• To deal with all internal/external mail and redistribution to relevant department;
• To accept deliveries and ensure these are dealt with promptly;
• To ensure vaccine deliveries are stored in accordance with the Immunisation policy where appropriate;
• To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy;
• To copy type/audio type medical reports which will contain medical/clinical terminology and general correspondence as indicated;
• To report any faults, defects or building defects to the CAFM Helpdesk;
• To maintain appropriate levels of identified stock and lower level clinical equipment; to place requisitions onto the Purchase Ordering system;
• To undertake Fire Warden and First aid duties as required to ensure legislative compliance.
• To manage/ book clinic and meeting rooms within the premises and keep room availability updated as appropriate;
• To manage, update and maintain clinical diaries as requested;
• To carry out inductions for all new members of staff and service users who may work within the postholders clinic location ie that includes fire procedures, facilities of the building and general rules and procedures within that location;
• To communicate verbally and in writing with multi agency services regarding information which may be sensitive and possibly highly distressing which might be of a legal nature;
• To arrange meetings between staff as directed, take notes and distribute the meeting notes to parties concerned.
• To assist with research and audit activity using a variety of audit tools including the internet.
• To coordinate information received from external partners eg A&E reports
• To edit/format legal documents.

Person Specification

Experience

• Working within a customer facing environment.
• Minimal two years experience in an administrative role.
• Ability to work to and meet deadlines.
• Experience of working in a pressured environment.
• Experience of working in a clinic/ office environment.
• Medical Secretarial experience.
• Previous experience of working within the health or social sector.
• Previous experience of using an appointment booking system.
• Previous experience of supervising staff including the carrying out of Personal Development reviews.

Qualifications

• 4 GCSEs at grade C or above to include Maths and English or Key Skills equivalents.
• RSA Level III in typing or equivalent.
• ECDL or equivalent.
• NVQ 3 in Business Administration or Customer Care

Sponsorship

• Do you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable).

Relationships

• If you are related to a director, or have a relationship with a director or employee of an appointing organisation, please state the relationship.

Skills and Attributes

• Experience of using Microsoft Word and other Microsoft packages to include external databases and system packages.
• Motivated and able to work as part of a team.
• Ability to work on own initiative.
• Good organiser of self and workload.
• Excellent telephone manner and excellent customer service skills.
• Ability to take and produce meeting notes
• Diary maintenance both electronic and manual.
• Ability to prioritise workload and delegate as necessary.
• Exercise judgement when dealing with patient enquiries analyse and resolve patient problems.
• Ability to analyse and interpret data and extract relevant information and report and act on appropriately.
• The ability to travel independently across the Trust
• The ability to work flexibly in accordance with service needs
• Ability to communicate effectively with people at all levels, overcoming barriers to communication including difficult or challenging conversations.
• Ability to file records at high and low levels which may be unwieldy.
• Self-motivated and able to work under a range of pressures.
• Maintenance of confidentiality and diplomacy at all times.

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.

Bridgewater Community Healthcare NHS Foundation Trust