Band 3 Supporting Medical SecretaryNHS

Job summary

***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***

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.

Main duties of the job

• 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 escalate 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

• Accurate transcription (either by digital dictation, audio or copy typing) of confidential correspondence, reports, notes of meetings and any other correspondence within agreed and acceptable timescales.Occasionally correspondence, by its nature, may be upsetting.
• Making and receiving telephone calls, both internally and externally, ensuring all messages are taken and relayed accurately to the appropriate member of the Team. Using own judgement to resolve problems arising.
• Daily contact with members of the Community Paediatric Team, Children in Care Team and the Central Booking Service liaising as appropriate and ensuring accurate information is passed on to the relevant service. Acting as a link between the Team and parents/carers by telephone /face to face, ensuring confidentiality is maintained at all times.
• To liaise with patients to book and amend appointments for clinics not booked by the Central Booking Service.
• Prioritise, plan and organise daily workload, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed and acceptable timescales and Standard Operating Procedures. Ensuring the Admin and Support Services Manager is informed of any changes in the working pattern.
• Ensure incoming mail is opened on a daily basis, date stamped and distributed/acted on in a timely manner. Ensure all urgent matters are redirected appropriately and promptly.
• Assist in implementing secretarial and administrative policies relevant to the Secretarial Team.
• Arrange meetings, both internally/externally, assisting in the preparation of handouts/presentations as requested.
• Prompt assistance in resolving complaints and concerns from parents/carers. Where this is not feasible, to ensure the Admin and Support Services Manager is made aware of any issues in order that these can be dealt with and escalated as appropriate.
• Effective maintenance and upkeep of patient case notes, to be kept in good order at all times, checking to see if child already has a current set of casenotes and creating new files as necessary. Accurate and timely filing of patient correspondence and results at all times.
• Photocopying, filing, faxing and general administrative and clerical duties. Participation, as appropriate, in the replenishment of stationery within the admin area.
• Appropriate disposal and shredding of confidential papers.
• To liaise with the Central Booking Service in relation to any clinic changes that may occur, following local procedures.
• To monitor and maintain stationery stock levels.
• To follow the relevant processes in relation to the booking/typing of the Children in Care and Adoption clinics

About us

Be Part of Our Team...

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

If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you.