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...
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.
We provide community and specialist services within Birmingham and the West Midlands. We deliver over 100 clinical services, out in peoples homes and in over 300 hospitals, health centres and clinics. We provide services for adults, children, people with learning disabilities, those with rehabilitation needs and also dental services.
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
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.
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).
