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. To provide administrative support to the medical secretarial team to ensure that the service operates efficiently, notes are maintained correctly and clinical correspondence is sent out within the agreed standards. To plan own tasks and prioritise workload accordingly. Main duties of the job To answer telephone calls, dealing with initial queries and forwarding calls and messages as necessary. Responsible for pulling of notes for clinics ensuring that the notes are properly bound and prepared to agreed information governance and medical records standards. Photocopying and sending out of clinical letters and reports ensuring that the demographic information on letters matches the information on envelopes and finalise the letters on PAS for the Secretary (after being signed by the Doctors). Due to their content some correspondence may be of an upsetting nature. Opening and date stamping of post, ensuring that urgent correspondence is passed onto the appropriate person, scan in the new patient referrals (after triage by the Doctor) and send them to the Central Booking Service, in a timely manner. Participate in archiving clinical notes on an annual cycle to ensure the best utilisation of medical records storage. Retrieve notes from filing as required for audits. Ensure that the filing areas are kept tidy and that filing is undertaken on a daily basis to ensure that notes are up to date. File correspondence and reports in medical notes prior to appointments. Ensure medical records contain documents, graphs and forms required by Consultants and medical staff. To arrange interpreters as required, following local procedures. 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. Date posted 03 February 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year per annum (pro rata) Contract Fixed term Duration 6 months Working pattern Part-time Reference number 820-6942083-CF Job locations Park House Child & Family Centre - Community Paediatrics Park Road Birmingham B11 4JB Job description Job responsibilities Comply with all Trust policies and procedures and departmental Standard Operating Procedures. To undertake other duties commensurate with this grade of post in agreement with the relevant line manager. To minimise the Trusts environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases. Job description Job responsibilities Comply with all Trust policies and procedures and departmental Standard Operating Procedures. To undertake other duties commensurate with this grade of post in agreement with the relevant line manager. To minimise the Trusts environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases. Person Specification Qualifications Essential 5 or more GCSE/O levels which must include English and Maths at Level C or above OR equivalent Experience Essential Previous office experience in a role involving dealing with the public Experience of working within a team Skills/knowledge Essential Internet - email Office procedures Use of written and spoken English Excellent communication skills to relate to both staff and members of the public Self-motivated and able to prioritise own workload Ability to be flexible in order to support a number of staff PC skills Windows XP, Excel Other job requirements Essential To act responsibly and professionally at all times Desirable Ability to travel between bases as required Personal qualities Essential Tact, empathy, efficiency, good organizational and communication skills, team worker, adaptable, flexible and self motivated Good telephone manner Person Specification Qualifications Essential 5 or more GCSE/O levels which must include English and Maths at Level C or above OR equivalent Experience Essential Previous office experience in a role involving dealing with the public Experience of working within a team Skills/knowledge Essential Internet - email Office procedures Use of written and spoken English Excellent communication skills to relate to both staff and members of the public Self-motivated and able to prioritise own workload Ability to be flexible in order to support a number of staff PC skills Windows XP, Excel Other job requirements Essential To act responsibly and professionally at all times Desirable Ability to travel between bases as required Personal qualities Essential Tact, empathy, efficiency, good organizational and communication skills, team worker, adaptable, flexible and self motivated Good telephone manner 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 Community Healthcare NHS FT Address Park House Child & Family Centre - Community Paediatrics Park Road Birmingham B11 4JB Employer's website https://www.bhamcommunity.nhs.uk/ (Opens in a new tab)