Job Description

***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 provision of a comprehensive secretarial and administrative service for the Physiotherapy and Occupational Therapy Service and agreed Inclusion Services cover as necessary. To include typing, collation and distribution of letters / reports, managing telephone enquiries, sending out clinical correspondence relating to community based clinics. providing general administrative duties including cover for other colleagues in the admin team and be a point of contact for service queries. To work collaboratively with managers/clinicians and other support staff to ensure the smooth running of all office-based systems and to resolve or refer problems as necessary. The post is based at Soho Health Centre.
Main duties of the job
To ensure a friendly and welcoming point of contact to all service users and staff, giving prompt attention to their requests, directing enquiries and signposting as appropriate.
Prioritise, plan and organise daily workload, ensuring that daily tasks and on-going workloads are prioritised and completed within agreed and acceptable timescales and Standard Operating Procedures.
Ensure incoming mail is opened on a daily basis, date stamped and distributed/acted on in a timely manner. Ensure all urgent matters are redirected appropriately and promptly.
To deal with correspondence, make and receive telephone calls, both internally and externally, ensuring all messages are taken and relayed accurately to the appropriate member of the Team. Use own judgement to resolve problems arising within responsibilities of role.
About us
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
Details
Date posted
12 September 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
24,937 to 26,598 a year per annum
Contract
Permanent
Working pattern
Full-time
Reference number
820-7398982-CF
Job locations
Soho Health Centre
Soho Road
Birmingham
B21 9RY
Job description
Job responsibilities
Effective maintenance and upkeep of both paper and electronic patient case notes, to be kept in good order at all times, and in line with trust guidelines. Checking to see if child already has a current set of case notes and creating new files as necessary. Accurate and timely filing of patient correspondence and results at all times
Maintain regular contact with members of the Central Booking Service liaising as appropriate and ensuring accurate information is passed on to the relevant service.
Acting as a link between the clinical team and parents/carers by telephone /face to face, ensuring confidentiality is maintained at all times.
To liaise with the Central Booking Service in relation to any clinic changes that may occur, following local procedures.
To liaise with patients to book and amend appointments for clinics not booked by the Central Booking Service.
Ensure all urgent matters, that need management support are redirected urgently and promptly
Job description
Job responsibilities
Effective maintenance and upkeep of both paper and electronic patient case notes, to be kept in good order at all times, and in line with trust guidelines. Checking to see if child already has a current set of case notes and creating new files as necessary. Accurate and timely filing of patient correspondence and results at all times
Maintain regular contact with members of the Central Booking Service liaising as appropriate and ensuring accurate information is passed on to the relevant service.
Acting as a link between the clinical team and parents/carers by telephone /face to face, ensuring confidentiality is maintained at all times.
To liaise with the Central Booking Service in relation to any clinic changes that may occur, following local procedures.
To liaise with patients to book and amend appointments for clinics not booked by the Central Booking Service.
Ensure all urgent matters, that need management support are redirected urgently and promptly
Person Specification
Qualifications
Essential

• oMathematics and English GCSE or equivalent grade C or equivalent
• oEvidence of continual professional development
• oNVQ Level 3 in Administration or equivalent experience

Expereince
Essential

• Significant office / administrative experience
• Significant experience of working within a team
• Significant experience of using advanced keyboard skills
• Relevant experience of working with minimal supervision and undertaking issues that will require use of judgment

Desirable

• Relevant secretarial experience in a clinical/NHS setting
• Experience of working with the public.
• Relevant customer Care experience

Skills/Knowledge
Essential

• Excellent telephone skills and manner
• Appreciation of the reasons for data protection and patient confidentiality issues
• Knowledge and experience of using Microsoft Word/Excel
• Organisational skills, ability to prioritise tasks and working to deadlines
• Understanding of Equality & Diversity

Personal qualities
Essential

• Ability to work independently but also in a team and to contribute to own personal development
• Ability to work independently using initiative
• Ability to establish good working relationships with colleagues and to contribute towards improving services
• Ability to work under pressure and delivering to tight timescales whilst maintaining the quality of work
• Ability to project a professional and courteous image at all times

Other job requirements
Essential

• Willingness to undertake training & development in the role
• Ability to travel to different bases

Skills/Knowledge
Essential

• Good interpersonal and communication skills with the ability to communicate with a range of people on day to day matters

Person Specification
Qualifications
Essential

• oMathematics and English GCSE or equivalent grade C or equivalent
• oEvidence of continual professional development
• oNVQ Level 3 in Administration or equivalent experience

Expereince
Essential

• Significant office / administrative experience
• Significant experience of working within a team
• Significant experience of using advanced keyboard skills
• Relevant experience of working with minimal supervision and undertaking issues that will require use of judgment

Desirable

• Relevant secretarial experience in a clinical/NHS setting
• Experience of working with the public.
• Relevant customer Care experience

Skills/Knowledge
Essential

• Excellent telephone skills and manner
• Appreciation of the reasons for data protection and patient confidentiality issues
• Knowledge and experience of using Microsoft Word/Excel
• Organisational skills, ability to prioritise tasks and working to deadlines
• Understanding of Equality & Diversity

Personal qualities
Essential

• Ability to work independently but also in a team and to contribute to own personal development
• Ability to work independently using initiative
• Ability to establish good working relationships with colleagues and to contribute towards improving services
• Ability to work under pressure and delivering to tight timescales whilst maintaining the quality of work
• Ability to project a professional and courteous image at all times

Other job requirements
Essential

• Willingness to undertake training & development in the role
• Ability to travel to different bases

Skills/Knowledge
Essential

• Good interpersonal and communication skills with the ability to communicate with a range of people on day to day matters

Skills Required