Total 12 administrative clerical job vacancies in Birmingham, B31 2AP

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.

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.

MAIN DUTIES AND RESPONSIBILITIES Greeting and attending patients on department reception desk. A patient focused approach should be adopted at all times when working in reception areas, providing a friendly and welcoming environment. Pending imaging referral forms onto the waiting list CRIS system Booking imaging appointments Telephones will be answered whilst upholding the highest standard of customer care at all times. Request, transfer and copy radiology images as required. Queries from Patients, GPs and outside agencies are responded to in a timely fashion, upholding the highest standard of customer care at all times. Queries that cannot be resolved should be discussed with team leaders immediately for advice and support. Clinics should be cashed up at the end of each session. Imaging request forms scanned on a daily basis. Instructions and preparation for imaging appointments should be sent in a timely manner, as per departmental protocols. Participate in Trust appraisal system. Attend mandatory training annually. Production of CDs containing imaging using dedicated workstations. Use IEP as required. Re-activate user accounts / password for PACS / CRIS as appropriate. Regularly direct and act upon PACS email account and take appropriate action. Report equipment faults. This is not an exhaustive list of duties and a regular review will take place with the potholder as part of their ongoing development and performance management. Full job description available 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.

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.

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 note for a specific detailed job description for this vacancy please see attached job description.

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

Provide confidential and sensitive administrative support for preparation of meetings for the Board its committees and other ad hoc meetings Taking adhoc accurate minutes of meetings as required (in person and via Teams), and preparing meeting papers and packs. Maintain the corporate documents library and archive on SharePoint. Process purchase orders using Oracle for hire of meeting venues/refreshments. Process ad hoc Non-executive Directors travel expenses, collating necessary receipts and forwarding onto payroll department to process Maintain shared calendars to reflect the corporate calendar, including maintenance of attendance registers. Order goods and services (via Oracle) Support Outlook inboxes (emails) for the team prioritising queries as appropriate and answering routine emails. Liaise with a wide range of partners and stakeholders, both internally, externally. Produce a range of confidential documents, including typing of letters and file notes. Maintain an effective office support system including filing photocopying High attention to detail and motivation required to work towards and adhere to challenging deadlines. Ability to prioritise your own workload is critical. Cross cover other administrators as required. Participate in objective setting and monthly 1:1 meetings with Line Manager and attend all ICB mandatory training and other training relevant to role. Take every reasonable opportunity to maintain and improve professional knowledge. The post holder will regularly deal with a range of routine and non-routine administrative tasks as required for an efficient and effective service. Working consistently to tight and inflexible deadlines. Demonstrates admin duties to any new starters within the Team Undertake surveys or audits with relevance to own work

To undertake general reception duties including inputting of departmental information and updating database systems as and when required. To co-ordinate and ensure that the relevant case notes are available for designated clinic/department/area as required. To set up and check clinic schedules using the appropriate departmental database/diary system, as well as cancelling and moving clinics as per instructions from clinical staff. To generate and distribute all appointment letters relevant to clinic/department/area as required. To receive patients, visitors and telephone enquiries to the department, and deal with any subsequent action as appropriate.

To provide a comprehensive and high quality secretarial and administrative service for the Radiology Department. To deal with telephone and face to face enquires on Radiology reception desk from all staff groups, clients, and parents/carers, taking messages for the Radiology Department and attending patients in an efficient and appropriate manner. To deal sensitively and confidentially with parents/carers/clients in face to face and telephone situations. To deal with incoming and outgoing post and input onto the patient records in line with the Trusts Information Governance policy. To ensure that communication with all patients and other professionals is conducted in a courteous and appropriate manner. To prioritise workload ensuring that all appointments, reports and clinical letters are sent out to patients and to other professionals respectively in a timely fashion. To process any GP or External referrals including registration onto Alder Care and making up of case notes, ensuring that the team have all necessary documentation i.e., reports, letters etc. prior to appointments. To ensure that the Office Diary is kept up to date with all appointments. To use Radiology CRIS, Alder Care systems and NHS Net to produce X-ray reports and other information to a high standard. To undertake photocopying and filing of paper and electronic filing. To report sickness and absence to line manager or designated deputy. Book CT/ MRI and IR patients into theatre on Alder Care and book beds if required. Print Patient Lists for X-ray, Fluoroscopy and Urodynamic appointments and MRI Theatre appointments. Liaise with Stoma Nurses. Deal with any emergency tube change requests Discharge all tube change patients on Alder Care. Send out all Radiology reports to requesting Clinicians. Close relevant Pathways and Referrals. To demonstrate administrative procedures to new starters as appropriate. To take an active part in Team staff meetings, contributing to and commenting on proposals relating to Administration and Clerical policies for work area. Print off weekly appointments list for CT/ MRI Highlight all general anaesthetic patients, print off all relevant paperwork, admit all GA patients into OR Theatre in Alder Care, create case notes for patients: Discharge patients from Theatre daily, check appointment list and print Wristbands Monitor Image Exchange Portal for all images coming into the hospital and going out to all other trusts. Match all images on PACS Database Admin and post process. All Second Opinions to be entered onto CRIS and Alder Care To attend relevant training and development and all mandatory training. To independently manage and prioritise own workload.

To undertake general reception duties including inputting of departmental information and updating database systems as and when required. To co-ordinate and ensure that the relevant case notes are available for designated clinic/department/area as required. To set up and check clinic schedules using the appropriate departmental database/diary system, as well as cancelling and moving clinics as per instructions from clinical staff. To generate and distribute all appointment letters relevant to clinic/department/area as required. To receive patients, visitors and telephone enquiries to the department, and deal with any subsequent action as appropriate.