Medical Infusion Suite Clerk

Sandwell and West Birmingham NHS Trust; Birmingham; On-site; GBP 26,000 - 27,000; Full time

Job summary

Sandwell and West Birmingham NHS Trust in Birmingham is recruiting a Band 3 MIS Clerk to support the Medical Infusion Suite. The role focuses on efficient patient appointment management, accurate data entry, and coordinating referrals and clinic lists to ensure smooth infusion service delivery.

You will work within a multidisciplinary team, handling queries, supporting reception, and helping maintain a positive patient experience while adhering to confidentiality and information governance

Qualifications

• Essential admin/clerical experience in a healthcare setting.
• Strong communication and organisational skills; data protection understood.

Responsibilities

• Manage patient appointments and infusion booking schedules.
• Handle telephone and email enquiries from patients and staff.
• Support reception and front-of-house duties within the unit as required.
• Maintain accurate electronic and paper records in line with NHS policies.
• Assist in stock/resource coordination for the administrative function.

Skills

Administrative skills

Communication

Data protection

Education

GCSE English grade C+

NVQ Level II in Customer Care

Tools

NHS patient information systems

Microsoft Office

Job description

Main area Medical Day Case Unit Infusion Suite Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday, Including Weekends and Bank Holidays) Job ref 381-CT-8049336-A

Site SWB Town Birmingham Salary £25,760 - £27,476 per annum Salary period Yearly Closing 06/10/2026 23:59

Here at Sandwell and West Birmingham NHS Trust we’re committed to recruiting and supporting a diverse workforce and we welcome applications from all parts of the community. We are committed to having a team that is made up of diverse skills, experiences and abilities whilst employing people to our organisation who meet our Trust values of ambition, respect and compassion. With the opening of our new hospital, Midland Metropolitan University Hospital, it’s the coming together of expertise from every corner of our organisation and a show of our commitment to provide better healthcare and create more jobs and so much more. We at the Trust actively encourage Black and Minority Ethnic (BME) and disabled applicants, as well as members of the armed forces community and value the positive impact that difference has on our teams. We are committed to equality and diversity within our workforce.

Job overview

The Medical Infusion Suite at Sandwell and West Birmingham Hospitals (SWBH) NHS Trust is looking for a Band 3 MIS Clerkto assist in the delivery of a high-quality, efficient patient service within the unit.

The post holder will work as part of the multidisciplinary team to provide essential administrative and clerical support to ensure the smooth running of the infusion suite. This includes managing patient appointments and clinic schedules, supporting referral processing, and ensuring accurate and timely entry of patient information onto electronic systems in line with Trust policies.

Main duties of the job

A key aspect of the role is supporting patient flow through the service by coordinating bookings, liaising with clinical and administrative teams, and helping to ensure patients are appropriately scheduled for infusion therapies. The post holder will also be responsible for handling telephone and email enquiries from patients and internal teams, ensuring clear communication and timely responses.

In addition, the post holder will contribute to the efficient day-to-day running of the unit by supporting reception where required, assisting with patient queries, and helping to resolve scheduling or administrative issues to minimise delays in care delivery. The role will also support stock or resource coordination where applicable.

The post holder will work collaboratively with nursing, medical, and wider administrative teams to maintain a safe, organised, and efficient clinical environment. They may also support basic quality improvement activities and contribute to service development by identifying opportunities to improve administrative processes and patient experience.

Essential requirements include experience in an administrative or clerical role, strong communication and organisational skills, ability to use electronic systems accurately, and a good understanding of confidentiality and data protection principles. Experience within a healthcare setting is desirable, along with the ability to work effectively under pressure in a busy clinical environment.

Working for our organisation

Sandwell and West Birmingham NHS Trust (SWB) serves Birmingham and the Black Country – one of the country’s most culturally diverse areas. It’s a friendly and welcoming place – a place where you can belong, and a place where you can grow.

We care for our patients, we care about our population, and we care about our people.

Our values – Ambition, Respect and Compassion – are at the heart of who we are. They guide us every step of the way; how we work with each other, and how we look after our patients and their families; how we respect and value the rich diversity of our team and our community.

Our Trust has always aspired to be more than a hospital, more than a healthcare provider. Our purpose is to “Improve the Life Chances and Health Outcomes of our Population.” It is what inspires, drives, and unites us every day. It’s what makes us unique.

We want working at SWB to feel like more than just a job. We want our Trust to be a place where you can feel you belong. A place where you feel happy, safe, and rewarded. A place where you can develop your career in whatever way you choose. When we say we’re ‘with you all the way’ we want you to know that we mean it. Visit the SWB website to find out more about our ambitions and people plans.

Detailed job description and main responsibilities

• Provide comprehensive administrative and clerical support to the Medical Infusion Suite, ensuring the smooth and efficient running of daily clinic activity.


• Manage and maintain patient appointment systems, including booking, rescheduling, and cancelling infusion appointments in line with clinical prioritisation and service requirements.


• Support the coordination of patient pathways by liaising with nursing, medical, pharmacy, and wider administrative teams to ensure timely scheduling of infusion therapies.


• Ensure accurate and timely input of patient information onto electronic systems, maintaining high standards of data quality and compliance with Trust information governance policies.


• Prepare and distribute clinic lists, ensuring all relevant documentation and information is available to clinical staff in advance of patient attendance.


• Act as a first point of contact for patients, carers, and internal stakeholders, handling telephone and email enquiries professionally, and directing queries appropriately.


• Support patient flow within the unit by assisting with administrative aspects of attendance, arrival management, and resolving scheduling or booking issues where possible.


• Maintain accurate electronic and paper records in accordance with NHS records management and confidentiality standards, including GDPR and Caldicott principles.


• Support reception/front-of-house functions where required, including welcoming patients, providing information, and ensuring a positive patient experience.


• Assist in the management of clinical correspondence, referrals, and appointment-related documentation in a timely and accurate manner.


• Liaise with other departments and external services as required to support efficient service delivery and reduce delays in patient care.


• Support stock, supplies, or resource coordination relevant to the administrative function of the unit, where applicable.


• Contribute to the reduction of missed appointments (DNA) by supporting reminder systems and proactive patient contact where required.


• Participate in basic service improvement activities, identifying and escalating issues affecting administrative processes or patient flow.


• Work collaboratively as part of a multidisciplinary team to maintain a safe, organised, and efficient clinical environment.


• Undertake any other reasonable administrative duties commensurate with the banding of the post, as required by the service.

Person specification

Experience

• Previous general administration and or reception environment to include relevant experience within a health care setting.


• Windows based IT skills (including use of patient information systems) standard Keyboard skills.


• Previous experience of dealing within a customer focused environment including dealing with face to face enquires from the general public.


• Previous working experience in a hospital setting.

Qualifications

• GCSE Grade C or above (or equivalent) in English.


• Evidence of customer care training or willingness to undertake.


• NVQ Level II in Customer Care/Service (or equivalent).

The four partner Trusts of the Black Country Provider Collaborative (Dudley Group NHS FT, Royal Wolverhampton NHS Trust, Sandwell & West Birmingham NHS Trust, and Walsall Healthcare NHS Trust) are actively working in partnership to deliver a collective vision focused on providing "better, faster and safer care to the population of the Black Country and beyond".

To support this vision, we are (where appropriate and safe to do so) actively looking at new models of care which:

Better protect elective / planned care service delivery across the system by organising on a 'hot and cold' arrangement

Consider the optimal use of resources through consolidation and specialisation, and

Seek to reduce unwarranted variance, level up / standardise care through a 'Networked Service Solution' approach across the four sites

Against this context, although this post is hosted by Sandwell & West Birmingham NHS Trust, there may be an expectation to work flexibly across the four partner Trusts to better meet patient and service needs.

As a major employer in the Black Country and West Birmingham region we are committed to supporting all employees to achieve a healthy work life balance. We want the Black Country and West Birmingham region to be the best place to work and as such will consider all requests to work flexibly taking into account personal and individual circumstances alongside the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the Recruiting Manager as part of the on-boarding process.

Healthcare services have a significant impact on the environment. We are committed to embedding sustainable practices. We expect all colleagues to support the delivery of our Green Strategic Plan and to drive positive changes in their department by joining our Green Impact (opens in a new tab) programme.

Employer certification / accreditation badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.