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***
An opportunity has arisen for a Support Medical Secretary to join our Education Health & Care team within the Community Paediatric Service of the Children and Families Division.The role is based at Birmingham Community Children's Centre, 61 Bacchus Road, B18 4QY This is a permanent post offered on a part time basis, working 24 hours per week.
This interesting and varied role requires the ability to work well on your own initiative whilst being committed to teamwork. This position also requires good communication skills and the ability to meet the demands of working in a busy environment. You will responsible for the provision of a comprehensive secretarial and administrative service in respect of Education Health clinics for a team of Community Paediatric Doctors.
Duties will include audio typing, handling telephone calls, liaising closely with Doctors and Administrative colleagues and organising correspondence around clinic appointments. The typing of confidential, complex and often sensitive clinical reports is also an integral part of the role.
You will have the ability to work under pressure, prioritise your workload and to deal with confidential and sensitive issues in a professional manner.
Main duties of the job
This role is 24 hours per week working as a Supporting Secretary in the Education Health & Care.
- Accurate transcription (either by digital dictation, audio or copy typing) of confidential correspondence, reports, notes of meetings and any other correspondence within agreed and acceptable timescales. Occasionally correspondence, by its nature, may be upsetting.
- Making and receiving telephone calls, both internally and externally, ensuring all messages are taken and relayed accurately to the appropriate member of the Team. Using own judgement to resolve problems arising.
- Daily contact with members of the Community Paediatric Team, Education Health & Care Team and the Central Booking Service liaising as appropriate and ensuring accurate information is passed on to the relevant service. Acting as a link between the Team and parents/carers by telephone /face to face, ensuring confidentiality is maintained at all times.
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.
Job description
Job responsibilities
Other DutiesTo ensure attendance and active participation in team meetings.Adopting a flexible working pattern within the secretarial team, in order to provide relevant cover for colleagues during periods of annual/sick leave as necessary.If applicable, through appropriate training, gain and retain an understanding of the working process/systems of the reception both from an information point of view and ability to cover at short notice during periods of sickness/annual leave as deemed necessary.Participate in an annual appraisal and personal development plan/objective setting and attend statutory or appropriate training as identified and required by this process.
Please refer to the attached Job description and Person Specification documents for full details of the main duties and responsibilities.
Job description
Job responsibilities
Other DutiesTo ensure attendance and active participation in team meetings.Adopting a flexible working pattern within the secretarial team, in order to provide relevant cover for colleagues during periods of annual/sick leave as necessary.If applicable, through appropriate training, gain and retain an understanding of the working process/systems of the reception both from an information point of view and ability to cover at short notice during periods of sickness/annual leave as deemed necessary.Participate in an annual appraisal and personal development plan/objective setting and attend statutory or appropriate training as identified and required by this process.
Please refer to the attached Job description and Person Specification documents for full details of the main duties and responsibilities.
Person Specification
Qualifications / training
Essential
- GSCE Maths and English grade 9-4 or equivalent qualification
- NVQ3/RSA III or equivalent qualification
- Certificate in Medical Terminology Level 2 or Level 3
Experience
Essential
- Previous secretarial or administrative experience
- Experience of working within a team
Desirable
- Experience in a clinical setting.
- Experience of using an audio transcription system, preferably digital dictation.
Skills/knowledge
Essential
- Computer literate with the ability to work with different computer applications including Microsoft packages
- Strong organisational skills with the ability to multi-task
- Excellent communication skills to relate to both staff and service users
- Self-motivated and able to prioritise own workload
- Ability to be flexible in order to support a number of staff
- Ability to supervise temporary and junior members of staff
- Ability to handle sensitive information and escalate as appropriate
Desirable
- Ability to take notes at meetings
Personal qualities
Essential
- Tact, empathy, efficiency, good organisational and communication skills, team worker, adaptable, flexible and self motivated
- Excellent telephone manner
- Must be able to observe confidentiality at all times.
- Commitment to training
Other job requirements
Essential
- To act responsibly and professionally at all times
Desirable
- Ability to travel between bases as required
Person Specification
Qualifications / training
Essential
- GSCE Maths and English grade 9-4 or equivalent qualification
- NVQ3/RSA III or equivalent qualification
- Certificate in Medical Terminology Level 2 or Level 3
Experience
Essential
- Previous secretarial or administrative experience
- Experience of working within a team
Desirable
- Experience in a clinical setting.
- Experience of using an audio transcription system, preferably digital dictation.
Skills/knowledge
Essential
- Computer literate with the ability to work with different computer applications including Microsoft packages
- Strong organisational skills with the ability to multi-task
- Excellent communication skills to relate to both staff and service users
- Self-motivated and able to prioritise own workload
- Ability to be flexible in order to support a number of staff
- Ability to supervise temporary and junior members of staff
- Ability to handle sensitive information and escalate as appropriate
Desirable
- Ability to take notes at meetings
Personal qualities
Essential
- Tact, empathy, efficiency, good organisational and communication skills, team worker, adaptable, flexible and self motivated
- Excellent telephone manner
- Must be able to observe confidentiality at all times.
- Commitment to training
Other job requirements
Essential
- To act responsibly and professionally at all times
Desirable
- Ability to travel between bases as required
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.
