Band 3 Supporting Medical Secretary

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 team within the Children in Care Team of the Children and Families Division.

Based at St Stephens Centre, Birmingham, This is a permanent post of 37.5hrs per week.

This interesting 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 be responsible for the provision of a comprehensive secretarial and administrative service in respect of Children in Care clinics for a team of Community Paediatric Doctors.

• Duties will include:
  • Audio typing
  • Handling telephone calls
  • Liaising closely with Doctors and Administrative colleagues
  • Organising correspondence around clinic appointments
  • Typing of confidential, complex and often sensitive clinical reports

You will have the ability to work under pressure, prioritise your workload and to deal with confidential and sensitive issues in a professional manner.

Responsibilities:

• Provide comprehensive secretarial and administrative support, including transcription, document preparation, correspondence management, and general office administration.
• Act as a key point of contact for patients, parents/carers, clinical teams, and external services, handling enquiries and maintaining effective communication.
• Coordinate and manage patient appointments, clinic bookings, diary management, and clinic-related administrative processes.
• Maintain accurate and confidential patient records, case notes, and documentation in line with organisational standards and data protection requirements.
• Prioritise and manage workloads to meet deadlines, service standards, and operational requirements.
• Organise meetings and support the preparation of presentations, reports, and associated documentation.
• Liaise with clinical teams and booking services to coordinate clinic changes and ensure continuity of service.
• Respond to and escalate concerns, complaints, and urgent matters appropriately.
• Manage incoming and outgoing mail, filing systems, and the secure handling and disposal of confidential information.
• Monitor and maintain office resources, stationery levels, and administrative procedures to support the efficient running of the service.
• Provide administrative support for specialist clinics and services, ensuring compliance with local procedures and standards.