Total 140 Administrative / Clerical job vacancies in Birmingham, B3 2AA

Provide a comprehensive assistant secretarial service to clinicians and clinical teams in conjunction with the Senior Team Secretaries. Audio typing of clinical dictation, using TPro digital dictation system. Responsibility for the timely workflow of clinical dictation throughout the departments and for supervising the workload of the Band 2 admin support clerks. To type ad hoc departmental correspondence. To have knowledge of the Trusts Did Not Attend policy and to ensure procedures are followed correctly. Receive phone calls from patients, relatives and GPs. Ensure they are dealt with in a timely manner or passed to the appropriate secretary as required, maintaining the highest possible customer care at all times. Ensure regular data cleansing is carried out on Trust systems such as PAS and Theatreman as required. Communicate with other departments across the Trust as required. Transcribe or paste correspondence / reports into Trust systems when required. Liaise with hospitals and GP surgeries for information. Photocopying and faxing/emailing documents as required. To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence. Track case notes in and out of departments. Ensure loose filing is amalgamated with case notes within the department or health records. Liaise with appropriate staff in making routine appointments or cancellations as directed by the Medical Secretaries and Management Team. To report equipment faults to IT department, particularly in respect of digital dictation system and equipment, using online hospital IT portal or by telephone. Request radiology images as required by clinicians, using IEP electronic system. To deputise for the Medical Secretaries on an ad hoc basis, for annual and sick leave. To participate in personal appraisals and personal reviews and work to achieve agreed set objectives. To participate in appropriate training and development activities. Please see attached job description and person specification for full details.

Posting of all correspondence, internally and externally for the secretarial team. Copy typing/pasting of digital files and the typing of patients results correspondence. Ensure all medical records are tracked in and out of the department. Enquire using PAS and e-mail to query patient appointments. Collecting medical records from all departments including the Health Records Library. Answering telephone queries, telephoning patients and supplying general information, referring to Senior Team Secretary for advice where necessary. Liaising with Medical Records, Appointments and relevant departments. Collating pathology forms for the relevant clinics and filing pathology forms as necessary. Requesting x-rays both within and outside the Trust, as required. Tracking referral letters using PAS. Opening and dealing with all incoming mail and e-mail. Photocopying and faxing. Liaising with secretarial team for schedule of day-to-day tasks. To provide cross cover with other Secretarial Support Clerks within team for annual leave and sick leave. Co-operating in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting managers in its implementation. To cover for Team Secretaries when competence achieved.

Our very busy Oncology department is offering the opportunity for an experienced Band 2 clerical support assistant to provide support to our highly cohesive team for 37.5 hours per week, worked over 5 days.

Please note previous applicants need not apply.

The successful applicant will be a diligent and organised worker, with the ability to be flexible within a small team and at times work alone, managing their own workload and using their own initiative. Candidates are required to be confident in liaising with people at all levels, as well as communicating sensitive information with an understanding of patient confidentiality, adhering to all NHS policies and procedures.

Previous experience working within the NHS and knowledge of the hospital PAS system is essential to this role.

We are looking for a patient-centred individual with excellent interpersonal skills. If you are enthusiastic, self-motivated and are ready for a new and exciting challenge, please apply.

The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.

Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.

The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.

We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.

The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.

If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.
1. Posting of all correspondence, internally and externally for the secretarial team.
2. Copy typing/pasting of digital files and the typing of patient’s results correspondence.
3. Ensure all medical records are tracked in and out of the department.
4. Enquire using PAS and e-mail to query patient appointments.
5. Collecting medical records from all departments including the Health Records Library.
6. Answering telephone queries, telephoning patients and supplying general information, referring to Senior Team Secretary for advice where necessary.
7. Liaising with Medical Records, Appointments and relevant departments.
8. Collating pathology forms for the relevant clinics and filing pathology forms as necessary.
9. Requesting x-rays both within and outside the Trust, as required.
10. Tracking referral letters using PAS.
11. Opening and dealing with all incoming mail and e-mail.
12. Photocopying and faxing.
13. Liaising with secretarial team for schedule of day-to-day tasks.
14. To provide cross cover with other Secretarial Support Clerks within team for annual leave and sick leave.
15. Co-operating in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting managers in its implementation.
16. To cover for Team Secretaries when competence achieved.


This advert closes on Tuesday 17 Sep 2024

Proud member of the Disability Confident employer scheme

A Vacancy at Birmingham Community Healthcare NHS Foundation Trust.


Professional DevelopmentAdministrationManager (Students) - Band 5


An exciting opportunity has arisen for a creative and innovative individual, with a passion forsupportingclinicalstudenteducation, to join the Professional Development teamas our Administration Manager for Students.


The Administration Manager for Students will manage the processes that underpin theProfessionalDevelopment agenda relating to pre and post registration clinical students and apprentices. The post holder will ensure that the necessary databases are maintained,and theappropriate reportsare createdin a timely manner.


Main Duties

• To manage the processesthat ensure the correct collation ofaccurateinformation for placement mapping, student allocation, student placement activity and support mechanisms for the clinicalstudentagenda.
• To ensure that accurate placement mapping, allocations and student placement activity information translates intoappropriate monthlyreports that aresubmittedto the Professional Development Managers for Pre- and Post-Registration students (AHP & Nursing) and Apprenticeships.
• To co-ordinate the BCHC, Higher Education Institutions, FurtherEducationInstitutions andNHS Englandreporting processes under the direction of the Head of Clinical Education and Professional Development, ensuring that the processes are accessible toallofthe clinical student workstreams for Nursing, AHP and Apprenticeships, queries and responses dealt with in a timely manner and a monthly summary report submitted to the Head of Clinical Education and Professional Development.
• To manage the co-ordination and administrative responsibilities for functions such as seminars, conferences, workshops, clinical student forums,inductionand feedback/ debrief sessions and so on, including venues, speakers, room layout, programmes, handouts and so on, associated with the Nursing, AHP and Apprenticeship workstreams and education and training events across the Trust.


Working for our organisation


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, youngpeopleand 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.


IMPORTANT

• Please ensure you check yourTrac accountregularly as this is how we will communicate with you during the shortlisting and selection process
• Please ensureall sectionsof the application form are completed fully. Please particularly ensure that you provide full details of all referees includingbusiness email address, telephone contact details and postal address


Detailed job description and main responsibilities


You will be working incollaboration andpartnership with your colleagues within the Professional Development team.The role has line management responsibilities forAdministrativeCoordinators and the Administration team working on clinical students.


For further details, please see the attached Job Description and Person Specification document.


Person Specification


Qualifications and Training


Essential Criteria:

• Degree level qualification or equivalent
• GCSE Maths & English or equivalent
• Evidence of Continuing Professional Development


Experience


Essential Criteria:

• Relevant experience ofcoordinating student activity
• Relevant experience ofcoordinating educational events
• Relevant experience of working withclinical educators


Skills & Knowledge


Essential Criteria:

• Ability to handle sensitive and complex information
• Excellent presentation and communication skills
• High levelof IT Literacy including Microsoft Word,Exceland PowerPoint
• Ability to work autonomously


• High levelof negotiating and influencing skills


Other Job Requirements

• Travel within the Trust's geographical location




This advert closes on Thursday 12 Sep 2024

Detailed job description and main responsibilities You will be working in collaboration and partnership with your colleagues within the Professional Development team. The role has line management responsibilities for Administrative Coordinators and the Administration team working on clinical students. For further details, please see the attached Job Description and Person Specification document. Person Specification Qualifications and Training Essential Criteria: Degree level qualification or equivalent GCSE Maths & English or equivalent Evidence of Continuing Professional Development Experience Essential Criteria: Relevant experience of coordinating student activity Relevant experience of coordinating educational events Relevant experience of working with clinical educators Skills & Knowledge Essential Criteria: Ability to handle sensitive and complex information Excellent presentation and communication skills High level of IT Literacy including Microsoft Word, Excel and PowerPoint Ability to work autonomously High level of negotiating and influencing skills Other Job Requirements Travel within the Trust's geographical location

Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Womens and Childrens NHS Foundation Trust. When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable). Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.

Legal Secretary / Assistant - Gloucestershire

Salary: £25,000 - £27,000 (DOE)

Location: Stonehouse

Full-Time / Part-Time, Permanent position

Excellent Benefits

An opportunity has arisen for a Legal Secretary / Assistant for the Private Client department to join a well-established law firm. In this role, you will support a team of fee earners by providing secretarial, PA, and legal assistance under supervision.

What we are looking for:

- Previously worked as a secretary in a legal setting or in a similar role.

- Ideally have at least 1 year of experience within the Private Client sector.

- Experience of working with and communicating with clients.

- Strong administrative skills (including typing & dictation) with high levels of accuracy

- Strong IT,organisational and communication skills.

- A confident, proactive and supportive team member.

- Flexible and adaptable to change.

- Hands on, enthusiastic attitude and ability to meet deadlines.

- Someone who loves to learn and enjoys a challenge.

What's on offer:

- Competitive salary based on experience

- Friendly and supportive colleagues

- A varied and interesting workload

- Contributory pension scheme

- 25 days annual leave plus Bank Holidays

- Free parking

Apply now for this exceptional opportunity to work with a dynamic team and further enhance your career.

Important Information: We endeavour to process your personal data in a fair and transparent manner. In applying for this role, Additional Resources will be acting in your best interest and may contact you in relation to the role, either by email, phone or text message. For more information see our Privacy Policy on our website. It is important you are aware of your individual rights and the provisions the company has put in place to protect your data. If you would like further information on the policy or GDPR please contact us.

Additional Resources Ltd is an Employment Business and an Employment Agency as defined within The Conduct of Employment Agencies & Employment Businesses Regulations 2003.

keywords:Legal Secretary, Legal Assistant, Legal Administrator, Private Client, Personal Assistant, Secretary,Legal Secretary

Job summary: The Administration Safeguarding Lead at a GP surgery plays a crucial role in ensuring the safety and welfare of vulnerable patients, particularly children and adults at risk. To provide a medical secretarial service to the Practice primarily to process patient referrals and medical reports generated by the doctors, health professionals, to deal with all related enquiries and queries. The medical secretary also provides some secretarial support to the Practice Business Manager Job responsibilities: To provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner. To assist the practice manager with all clerical and administrative duties. To make appointments, bookings and admissions as required. To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. To retrieve medical records and assist the completion of medical/insurance records. File patient records and correspondence in patient medical records. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinic system in an accurate and secure manner. To assist with the gathering of statistics and information when required. To provide cover for members of the secretarial team during periods of sickness and annual leave. In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform secretarial duties. To receive and dispatch mail and maintain a pending system. Work to tight timelines with two week wait and urgent referrals. Use of NHS E-referral service, referral selection service and advice partners of current referral trends and criteria. Use of DOCMAN and EMIS tasks to process clinical information and organise care in a confidential and timely manner. Expediting hospital appointments and chasing results. Ensure that all members of staff including the partners are aware of any changes to services within primary and secondary care and all private and public sector agencies that the surgery uses. Carry out tasks and data input to assist the practice in data collection and audits that may be required from time to time. Arrange Palliative Care meetings and record care plans on computer. Organise any other meetings that may be deemed necessary and prepare agenda and record minutes. Communication with patients to update information as required and updating surgery website. Deal with patients face to face to organise their care. Record all activity in connection with the patient care on the clinical computer system using read codes where appropriate. Liaise with all third party agencies to arrange the patient care as instructed by the GPs. Inform partners and staff of any changes to services and procedures carried out to maintain patient care. Keep records of non-NHS work including invoices, medical reports, copies in accordance with the Data Protection Act. Arrange access to patient records in accordance with the practice policies and procedures with particular attention to the Data Protection Act. Filing Attend practice meetings when required. Admin Safeguarding Lead responsibilities: Policy Development: Developing and implementing policies and procedures related to safeguarding vulnerable patients, in accordance with local and national guidelines. Training and Awareness: Providing training and raising awareness among staff about safeguarding issues signs of abuse or neglect, and how to respond appropriately. Risk Assessment: Conducting risk assessments for vulnerable patients and ensuring appropriate measures are in place to mitigate risks to their safety. Referrals and Reporting: Managing referrals to external agencies, such as social services or safeguarding teams, when abuse or neglect is suspected or identified. They may also be responsible for ensuring accurate and timely reporting of safeguarding concerns to relevant authorities. Support and Liaison: Providing support to patients who may be experiencing abuse or neglect, and liaising with other healthcare professionals, social workers, and support agencies to coordinate care and support. Record Keeping: Maintaining accurate and confidential records of safeguarding concerns, assessments, and actions taken, in compliance with data protection regulations. Monitoring and Review: Monitoring safeguarding practices within the GP surgery, reviewing policies and procedures regularly to ensure they remain up-to-date and effective. Overall, the Administration Safeguarding Lead plays a vital role in promoting a culture of safeguarding within the GP surgery and ensuring that the welfare of vulnerable patients is prioritized and protected. This list is not exhaustive but gives an indication of the types of tasks that may be allocated to you as appropriate to your role.

To provide full and comprehensive assistant medical secretarial cover to support the Clinicians and Medical Secretarial department. Ensure all routine clinical information and correspondence is up to date and available when required. MAIN DUTIES AND RESPONSIBILITIES Provide a comprehensive assistant secretarial service to clinicians and clinical teams in conjunction with the Senior Team Secretaries. To deputise for the Personal Medical Secretaries on an ad hoc basis, for annual and sick leave. To assist/deputise for the Personal Medical Secretaries on an ad hoc basis regarding admissions, waiting lists, ad hoc ward attenders and cancellations ensuring hospital policies are adhered to, with appropriate training. Receive phone calls from patients, relatives and GPs. Ensure they are dealt with in a timely manner or passed to the appropriate Secretary as required, maintaining the highest possible customer care at all times. Communicate with other sections within patient access and other departments as required. Type clinics and reports into PAS/Spinal / CRIS system as requested by the Personal Medical Secretaries. Liaise with hospitals and GP surgeries for information. Photocopying and faxing documents as required To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached. In addition to acting promptly and appropriately to all e-mail correspondence. Track case notes in and out of departments. Ensure loose filing is amalgamated with case notes within the department or health records. Liaise with appropriate staff in making routine appointments or cancellations as directed by the Personal Medical Secretaries. Supports Team Leader to induct and support junior members of the team This is not an exhaustive list of duties and a regular review will take place with the postholder as part of their ongoing development and performance management. Full job description added as a supporting document.

Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Womens and Childrens NHS Foundation Trust. When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable). Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.

Key Responsibilities: Typing of letters and referrals dictated by the GPs Maintain the scanning protocol to ensure that all staff are up to date with any changes Quality control of data inputting Answering the telephone to patients, relatives and other healthcare providers. Making referrals using the NHS e-referral system Enduring register for referral is kept using clinical coding Dealing with correspondence (both letters and emails) Expediting hospital appointments and chasing results Transfer of medical records, ensuring all deductions are processed weekly New notes to be summarised within two weeks of arrival Responsible for workflow and task management, ensuring all are dealt with properly Actioning tasks sent by the doctors and clinical staff To support service delivery and patient care within the team you lead in line with organisational, local and national guidelines. To work closely with other Team members to facilitate a collaborative, transparent, and knowledge-sharing environment. Skills: Good organisational skills Reliable and hardworking High attention to detail Interpersonal abilities Tactful Having IT skills Being discreet with confidential information Good written and spoken communication Being able to work with a team Must be adept at answering questions and dealing calmly with patient queries Preferred skills: Knowledge of EMIS web (our clinical IT system) Knowledge of the NHS e-referral system Knowledge of medical terminology Knowledge of Docman workflow management system Experience in using clinical read-codes. Experience of working in a GP surgery Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Health & safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include: Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards Actively reporting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Equality and diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional development: The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality: The post-holder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly Contribution to the implementation of services: The post-holder will: Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate

Your new company

Due to the partnership between Hays and Birmingham City Council, we are looking to recruit a Senior Administrator join the Change Support Oracle Team. Being the largest leading local authority in the whole of Europe, Birmingham City Council are renowned for their expertise in public services and endless opportunities. Birmingham City Council provides the city's residents with a number of services to ensure stability within citizens' daily lives.

Your new role

As a senior administrator, you will be providing high quality, flexible Business Support services to internal / external customers, within the parameters of business needs. You will be supporting staff within the Business Change Team using business with any changes and advice. Furthermore, you will be required to fully support meetings. This can be minute taking, ensuring meetings are set up, any correspondence have been followed through. In addition, you will be working as part of a team to complete tasks and providing different levels of business needs.
This role is a temporary full - time position which is hybrid working.

What you'll need to succeed

You will need experience of working in a busy administrative environment where you can prioritise your workload. In addition, you will need to demonstrate you have minute-taking experience and are comfortable minuting during large meetings. It is also important to confidently communicate with various stakeholders at all levels.
You will need to be an enthusiastic member of a team; show you are ready and willing to learn. You will also need to be familiar with IT systems and updating online portals.
In addition, this role will be an ASAP start, which before starting you will need to pass your reference and compliance checks. On registration please have your 2 most recent employment details available for reference checks.

What you'll get in return

This is a full-time, temporary role based in Birmingham. This is a three-month, ongoing contract but may be open to extension. This role is £150 (PAYE) per day, paid on a weekly basis.
At Hays, we are here to support you develop your career and grow to your potential; therefore, you will have an assigned consultant who will support you through your journey. You will have access to our exclusive training to enhance your skills as well as exclusive job opportunities in Local Authorities where you can apply these skills.

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk

Please see attached job description and person specification for details on the main duties and responsibilities.

Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Womens and Childrens NHS Foundation Trust. When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable). Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.

For further information about the main responsibilities please view the attached job description and person specification. We are unable to support applications from job seekers who require sponsorship to work the United Kingdom (UK) We highly recommend you submit your application as soon as possible, this post may close earlier than the indicated closing date if a sufficient number of applications are received.