Main area: Grade Band 4
Contract: 12 months (Fixed term with a view to extending to a substantive position.)
Hours: Part time - 17.75 hours per week (Flexible to meet the needs of the service, between 09.00 - 17.00 Monday to Friday)
Job ref: 436-7057836
Site: Lyndon Resource Centre
Town: Solihull
Salary: £26,530 - £29,114 per annum, pro rata
Salary period: Yearly
Closing: 06/04/2025 23:59
Interview date: 16/04/2025
Please note that this post may close earlier than the indicated closing date if a sufficient number of applications are received.
Job overview
To provide a professional secretarial service to the Consultant Psychiatrist and members of the NMHT, assisting them in achieving their objectives, organise their workload and to liaise with all relevant and appropriate services. Reliable data entry into the GP PAS system such as Care First/SystemOne/Emis and / Rio computer systems will be required ensuring a full and effective clinic system is in operation, receiving all visitors, Staff, Patients and GP’s telephone calls in a polite, friendly & courteous manner.
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.
Arranging meetings, reviews, case conferences, taking formal minutes of meetings and circulating the documentation in a timely manner and dealing with outcomes.
1. Word/text processing, audio transcription of complex clinical information including clinic dictation, discharge summaries, reports and other correspondence, as required by the Consultant and clinical team in priority order whilst ensuring a high degree of accuracy in medical terminology and clinical detail.
2. To work on own initiative with minimal supervision, prioritising own workload in line with objectives of the Consultant and multidisciplinary team.
3. Be responsible for accessing the Trust Electronic Patient Records System patient registration system and Insight reporting system to enter and look up relevant patient information, produce standard reports and template letters as required and access caseloads and waiting list data via Insight as requested.
4. The post holder will be required to assist with the training and supervision of junior, newly appointed and temporary staff as required.
Working for our organisation
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.
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.
Detailed job description and main responsibilities
For further information about the main responsibilities please view the attached job description and person specification.
Person specification
Training and Qualification
* GCSE English Grade C or equivalent
* NVQ Level 3 Business Administration
* RSA Word Processing Level III or equivalent
Knowledge and Experience
* Significant admin/secretarial experience working in health or equivalent environment
* Significant experience of Word Packages including Word/Outlook/Excel/PowerPoint and Publisher
* Experience of working with people experiencing mental health issues
Skills
* Excellent written and verbal communication skills
* Experience of dealing with a range of disciplines and agencies
Personal Qualities
* Adaptability/flexibility and ability to cope with change
* To be empathetic to clients needs and communication barriers
Our Trust is committed to treating individuals fairly and ensuring they have the same opportunities to fulfil their potential, even if this means doing things differently for different people sometimes. We are working hard to ensure our workforce reflects the diversity within Birmingham and Solihull and that our services meet the needs of all diverse service users and carers.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice pre-employment checks will be undertaken before any appointment is confirmed. As part of the selection process you may be required to undergo a Disclosure and Barring Service (DBS) check, however all cases of criminal record history are dealt with on a case by case basis.
All successful applicants will be required to complete the Trust’s induction programme. The Fundamental (Statutory and Mandatory) training will be in an e-learning format. You will be required to complete training modules online (approx. 9-14 hours depending on post) by the end of your second week with us.
If you are successful at the shortlisting stage of the recruitment process we may contact you via email to advise you of the interview details. Please ensure you access your email account from which you applied regularly once the position has closed.
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