Job summary
Are you a dynamic, enthusiastic individual who is passionate about delivering top class administration services? Are you looking for an exciting new challenge and want to take the next step in your career?
An exciting opportunity has arisen to help provide a high level, competent, comprehensive administrative support to a Clinical Group within the Dental Services at Birmingham Dental Hospital. We are looking for a post-holder who can work collaboratively with other medical secretarial colleagues to ensure clinical correspondence is produced and distributed within acceptable timescales while maintaining patient confidentiality.
The post-holder will work as part of the administrative team to meet overall service priorities and targets. This will require close liaison with clinical and support staff across the Division, other clinical leadership teams, patient services, and service users and prioritise workload independently; identifying urgency; highlighting problems and taking appropriate action to prevent or solve problems where necessary.
You will be asked to provide cross-cover within the Clinical Group administration teams at times of short staffing levels to ensure the smooth delivery of services within the Division.
Main duties of the job
- The typing of NHS clinical letters where required and transcribing letters from audio recordings.
- Daily use of outsourcing application for all non-urgent NHS clinical letters.
- Working closely with the Personal Assistant/Team Leader(s) to prioritise workload and highlight any urgent requests to ensure deadlines and key performance indicators are achieved.
- Undertake general office duties, which will include: answering the telephone, taking messages ensuring comprehensive information is captured as appropriate, photocopying, filing, faxing and associated duties in an efficient and timely manner.
- Provide support for written and telephone enquiries on behalf of the Clinical Group.
- To provide a customer-focused service and be able to communicate effectively and appropriately with patients and staff at all levels.
- Stationery stock orders.
- To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
About us
IMPORTANT
- Please ensure you check your TRAC account regularly as this is how we will communicate with you during the shortlisting and selection process.
- Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including BUSINESS EMAIL ADDRESS, telephone contact details and postal address
Be Part of Our Team...
Birmingham Community Healthcare NHS Foundation Trust (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, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation 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 better care and healthier communities, we want to hear from you.
Job description
Job responsibilities
- Provide support for written and telephone enquiries on behalf of the Clinical Group.
- The typing of urgent NHS clinical letters where required and translating letters from audio recordings.
- Daily use of outsourcing application for all non-urgent NHS clinical letters.
- Formatting NHS letters and processing correspondence ensuring accuracy and a high standard of presentation in accordance with agreed Standard Operating Procedures (SOPs).
- Assist in achieving national and local performance targets by ensuring new referrals and clinical letters are processed in the prescribed timescale.
- Working closely with the Personal Assistant/Team Leader(s) to prioritise workload and highlight any urgent requests to ensure deadlines and key performance indicators are achieved.
- To support the service during periods of short staffing levels by working with the Personal Assistant and/or Group Office Manager to identify and complete priority tasks.
- Undertake general office duties, which will include answering the telephone; taking messages ensuring comprehensive information is captured as appropriate, photocopying, filing, faxing and associated duties in an efficient and timely manner.
- Assist in the collation of information for reports, for example medical reports or incident reports for auditing as required.
- Provide support with arranging meetings, including booking venues, distributing agendas, notes/action log and other documentation.
- Input and retrieve data within various computer systems and databases such patient administrative systems (PAS) i.e., RiO/R4 ensuring data quality and accuracy of any information entered.
- Ordering stationery supplies and monitor stock levels within agreed areas of responsibility and ensure that adequate stock controls are in place.
- Working is part of a wider team and sharing responsibility to contribute towards the smooth running of an administrative service across the Division.
- Liaise with relevant departments and/or suppliers regarding invoice queries and expenses.
- To provide a customer focused service and be able to communicate effectively and appropriately with patients and staff at all levels.
- To use Microsoft Applications (e.g. Excel) for maintaining and managing records and folders within the administration team.
To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
Job description
Job responsibilities
- Provide support for written and telephone enquiries on behalf of the Clinical Group.
- The typing of urgent NHS clinical letters where required and translating letters from audio recordings.
- Daily use of outsourcing application for all non-urgent NHS clinical letters.
- Formatting NHS letters and processing correspondence ensuring accuracy and a high standard of presentation in accordance with agreed Standard Operating Procedures (SOPs).
- Assist in achieving national and local performance targets by ensuring new referrals and clinical letters are processed in the prescribed timescale.
- Working closely with the Personal Assistant/Team Leader(s) to prioritise workload and highlight any urgent requests to ensure deadlines and key performance indicators are achieved.
- To support the service during periods of short staffing levels by working with the Personal Assistant and/or Group Office Manager to identify and complete priority tasks.
- Undertake general office duties, which will include answering the telephone; taking messages ensuring comprehensive information is captured as appropriate, photocopying, filing, faxing and associated duties in an efficient and timely manner.
- Assist in the collation of information for reports, for example medical reports or incident reports for auditing as required.
- Provide support with arranging meetings, including booking venues, distributing agendas, notes/action log and other documentation.
- Input and retrieve data within various computer systems and databases such patient administrative systems (PAS) i.e., RiO/R4 ensuring data quality and accuracy of any information entered.
- Ordering stationery supplies and monitor stock levels within agreed areas of responsibility and ensure that adequate stock controls are in place.
- Working is part of a wider team and sharing responsibility to contribute towards the smooth running of an administrative service across the Division.
- Liaise with relevant departments and/or suppliers regarding invoice queries and expenses.
- To provide a customer focused service and be able to communicate effectively and appropriately with patients and staff at all levels.
- To use Microsoft Applications (e.g. Excel) for maintaining and managing records and folders within the administration team.
To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
Person Specification
Qualifications / training
Essential
- Minimum of 3 GCSE's or equivalent, to include English Language or equivalent
- Word Processing/Typing RSA 3 or equivalent
Experience
Essential
- Evidence of competence in word processing and audio transcription.
- Office experience including proven secretarial experience
- Evidence of competence in the use of IT software packages
- Ability to prioritise and organise own workload
- Able to relate to staff at all levels in an appropriately professional and organised manner and to have a high level of customer awareness
- Evidence of excellent communication skills, both verbal and written
Skills/knowledge
Essential
- Excellent organisational / co-ordination / work prioritisation skills
- Demonstrate ability to respond appropriately to patients/relatives and professional staff enquiries
- Ability to work without supervision and to organise work pattern
- Adaptable and able to work as part of a team
Person Specification
Qualifications / training
Essential
- Minimum of 3 GCSE's or equivalent, to include English Language or equivalent
- Word Processing/Typing RSA 3 or equivalent
Experience
Essential
- Evidence of competence in word processing and audio transcription.
- Office experience including proven secretarial experience
- Evidence of competence in the use of IT software packages
- Ability to prioritise and organise own workload
- Able to relate to staff at all levels in an appropriately professional and organised manner and to have a high level of customer awareness
- Evidence of excellent communication skills, both verbal and written
Skills/knowledge
Essential
- Excellent organisational / co-ordination / work prioritisation skills
- Demonstrate ability to respond appropriately to patients/relatives and professional staff enquiries
- Ability to work without supervision and to organise work pattern
- Adaptable and able to work as part of a team
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
