Job summary To provide a comprehensive secretarial service to the Consultant Psychiatrist and members of the medical team, within ICRT, assisting them in achieving their objectives and to liaise with all relevant and appropriate services. Main duties of the job The post holder will be responsible for undertaking a wide range of administrative and secretarial duties, which include the receipt of all correspondence, booking of new patient appointments, attendance at MDT weekly meetings etc. The audio transcription and text processing of clinical letters, report and other correspondence as required by the medical team. To act as a focal point of contact and be responsible for the dissemination of information, messages and enquires for the medical team, liaising with multidisciplinary team members, other health professionals and staff within the Trust, GP's, Social Workers, Service Users, Carers and any other appropriate external agencies. 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. Date posted 27 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum, pro rata Contract Permanent Working pattern Part-time Reference number 436-6907700 Job locations Little Bromwich Centre Hobmoor Road Small Heath B10 9JH Job description Job responsibilities 1) To be responsible for providing a comprehensive secretarial and administrative service to the Consultant and members of the medical team, including digital transcription, copy typing, typing of discharge summaries, reports and all other correspondence as required by the medical team. 2) To be responsible for updating the Trust Clinical Information System, RIO, informing new patients and the out-patients clerk via letter/telephone/memo/email of clinic cancellations. 3) Liaison with the Clinical Records Department and clinical/admin staff regarding case notes, requesting any existing notes required for re-referred patients. 4) Following up on lab results, missed appointments in liaison with the Consultant/Doctor and re-scheduling as requested. 5) To assist in caseload monitoring for new patient referrals bringing to the attention of the Consultant patients who DNAd, are approaching waiting time breach, and patients waiting for first clinic appointment. 6) The post holder is expected to undertake necessary routine correspondence on own initiative. 7) The post holder is responsible for ensuring clinical records are stored securely whilst in current use. Responsible for retrieving the notes required for the clinic in good time from the Care Records Department, bringing to the attention of the Team Administrator any records which cannot be found and keeping care records up to date and in good order. 8) To liaise with other members of the Administration Team in order to provide a co-ordinated and efficient secretarial service. 9) The post holder is responsible for ensuring confidentiality is maintained at all times in accordance with the Data Protection Act, Trust Policy and Good Practice. 10) The post holder is responsible for maintaining and conducting oneself in a professional manner towards colleagues and other agencies. 11) The post holder will support the team in managing and monitoring the CTOs (Community Treatment Orders) for the service. We are unable to support applications from job seekers who require sponsorship to work the United Kingdom (UK) Job description Job responsibilities 1) To be responsible for providing a comprehensive secretarial and administrative service to the Consultant and members of the medical team, including digital transcription, copy typing, typing of discharge summaries, reports and all other correspondence as required by the medical team. 2) To be responsible for updating the Trust Clinical Information System, RIO, informing new patients and the out-patients clerk via letter/telephone/memo/email of clinic cancellations. 3) Liaison with the Clinical Records Department and clinical/admin staff regarding case notes, requesting any existing notes required for re-referred patients. 4) Following up on lab results, missed appointments in liaison with the Consultant/Doctor and re-scheduling as requested. 5) To assist in caseload monitoring for new patient referrals bringing to the attention of the Consultant patients who DNAd, are approaching waiting time breach, and patients waiting for first clinic appointment. 6) The post holder is expected to undertake necessary routine correspondence on own initiative. 7) The post holder is responsible for ensuring clinical records are stored securely whilst in current use. Responsible for retrieving the notes required for the clinic in good time from the Care Records Department, bringing to the attention of the Team Administrator any records which cannot be found and keeping care records up to date and in good order. 8) To liaise with other members of the Administration Team in order to provide a co-ordinated and efficient secretarial service. 9) The post holder is responsible for ensuring confidentiality is maintained at all times in accordance with the Data Protection Act, Trust Policy and Good Practice. 10) The post holder is responsible for maintaining and conducting oneself in a professional manner towards colleagues and other agencies. 11) The post holder will support the team in managing and monitoring the CTOs (Community Treatment Orders) for the service. We are unable to support applications from job seekers who require sponsorship to work the United Kingdom (UK) Person Specification Qualifications Essential NVQ level 3 business admin RSA typing or equivalent Desirable Amspar medical terminology Knowledge & Skills Essential significant secretarial experience significant use of microsoft office applications Experience of working in a NHS setting Desirable Experience of working with people with MH issues Experience of working with people from different settings Person Specification Qualifications Essential NVQ level 3 business admin RSA typing or equivalent Desirable Amspar medical terminology Knowledge & Skills Essential significant secretarial experience significant use of microsoft office applications Experience of working in a NHS setting Desirable Experience of working with people with MH issues Experience of working with people from different settings 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 details Employer name Birmingham and Solihull Mental Health NHS Foundation Trust Address Little Bromwich Centre Hobmoor Road Small Heath B10 9JH Employer's website https://www.bsmhft.nhs.uk/ (Opens in a new tab)