Band 3 Supporting Secretary

Job overview

***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.

Detailed job description and main responsibilities

Other Duties To 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.