Medical Secretary Support (Band 3)

Company: Birmingham Community Healthcare NHS Foundation Trust (BCHC)

Location: Birmingham, United Kingdom

Employment Type: Full-time

Band: Band 3 (Agenda for Change)

Professional Job Summary

Birmingham Community Healthcare NHS Foundation Trust is seeking a proactive and organized Medical Secretary Support professional to join the Rehabilitation Services department. This is a critical administrative role that ensures the seamless operation of clinical pathways. You will serve as the primary administrative link between patients, clinicians, and external agencies, managing everything from clinical documentation to the scheduling of diagnostic investigations. This position is ideal for an individual with experience in medical administration who is looking to contribute to one of the West Midlands’ leading providers of integrated community care.

Key Responsibilities

Clinical Administrative Support: Provide comprehensive business and clerical support to the Rehabilitation Services team, ensuring that all clinical information systems are updated accurately and in line with Trust standards.
Patient Pathway Coordination: Facilitate the patient journey by liaising with clinical teams to arrange investigations, track results, and escalate any potential delays to prevent bottlenecks in care.
Documentation Excellence: Produce high-quality, accurate correspondence and medical reports, adhering to strict NHS standards for professionalism and data confidentiality.
Communication Hub: Act as a first point of contact for telephone inquiries from patients, clinical staff, and external partner organizations, ensuring that all actions are followed up efficiently.
Operational Flexibility: Work collaboratively as part of a multi-disciplinary team, providing cover for essential administrative tasks during colleague absences.

Required Qualifications & Skills

Administrative Experience: Proven experience in an administrative or secretarial role, preferably within a healthcare or medical environment.
Technical Competency: Familiarity with clinical information systems, patient records management, and Microsoft Office (Word/Excel).
Communication Skills: Ability to handle sensitive and confidential information with empathy and professionalism.
Efficiency: Strong organizational skills with the ability to manage multiple priorities in a fast-paced, target-driven service.
Team-Oriented Mindset: A flexible approach to work, with a willingness to support wider departmental needs to ensure patient care is never compromised.

About the Trust

Birmingham Community Healthcare (BCHC) employs over 5,000 staff, providing services ranging from community nursing and specialist healthcare to children’s services, learning disability support, and inpatient care. BCHC is home to internationally recognized facilities, including the West Midlands Rehab Centre and one of Europe’s leading Dental Hospitals. The Trust is committed to integrated, personalized care rooted in the local community, with a clear ambition to be a leading NHS provider in the region.

Market & Industry Context

The NHS “Band 3” administrative tier is essential to the function of community healthcare. As the health service moves toward more integrated, community-based care models, the role of a Medical Secretary has evolved from “data entry” to “pathway management.” You are not just processing files; you are managing the efficiency of a service that touches the lives of thousands of Birmingham residents every year. This role provides deep insight into NHS operations and patient administration systems.

Career Growth & Progression Path

Band 4 Specialist: Progression toward Medical Secretary (Band 4) or Administrative Team Lead roles, where you take on increased supervisory responsibility.
Pathway Coordination: Transition into a Patient Pathway Coordinator (PPC), focusing on end-to-end service delivery and complex data tracking.
Service Management: Potential to move into operational service management, overseeing the business functions of community clinics or hospital departments.

Interview Preparation Insights

The “Patient Pathway” Concept: Research what a “patient pathway” means in an NHS context. Be ready to explain how your administrative actions (like tracking a lab result) directly affect the quality and speed of patient care.
Confidentiality & Data Protection: As this role deals with sensitive health records, you will be tested on your understanding of Information Governance and GDPR.
Prioritization: You will likely be asked how you manage a high volume of tasks. How do you decide what is “urgent” versus “important” in a clinical setting?
Resilience: The healthcare environment can be demanding. Demonstrate your ability to remain calm and professional, even when dealing with distressed patients or tight deadlines.

Compliance & Eligibility Note

Sponsorship: This role is not open to candidates who require sponsorship under the points-based system.
Application Timing: This advert will close as soon as sufficient applications are received. It is highly recommended to apply immediately.

Vetting: All positions within BCHC are subject to appropriate Disclosure and Barring Service (DBS) checks and rigorous reference verification.

This position for a Band 3 Medical Secretary Support at Birmingham Community Healthcare NHS Foundation Trust (BCHC) is a critical administrative role within their Rehabilitation Services. It serves as the operational backbone for clinical teams, ensuring that patient pathways run smoothly and efficiently.

Core Role Summary

Category	Details & Specifications
Employer	Birmingham Community Healthcare NHS Foundation Trust
Location	Birmingham, United Kingdom
Band	Band 3 (Agenda for Change)
Contract Type	Full-time
Primary Focus	Comprehensive administrative and business support for Rehabilitation Services.

Key Responsibilities

You will function as the administrative interface between clinicians, patients, and external organizations.

Patient Pathway Management: Liaising with clinical teams to arrange investigations or procedures and ensuring that results are available and escalated to avoid delays.
Documentation & Communication: Producing accurate, high-standard correspondence and managing day-to-day administrative tasks.
Information Systems: Updating and maintaining electronic records to agreed NHS standards, ensuring data integrity across identified systems.
Service Coordination: Acting as a primary contact for telephone enquiries, fielding calls from patients, staff, and external bodies, and ensuring all queries are dealt with appropriately.

Candidate Requirements

This role requires a candidate who is organized, tech-savvy, and comfortable working in a fast-paced healthcare environment.

Administrative Proficiency: Previous experience in medical administration or a similar complex clerical role is highly valued.
Communication Skills: Ability to communicate clearly with clinicians and patients, often handling sensitive or time-critical information.
NHS Standards: A clear understanding of data protection and the ability to work within the structured governance of an NHS Trust.
Team Orientation: Flexibility is required, as the role involves covering operational duties for absent colleagues to ensure continuous service delivery.

Why Join BCHC?

Service Scope: BCHC is a large organization delivering over 100 clinical services, from community nursing to learning disability services. You will be part of a team supporting major facilities like the West Midlands Rehab Centre.
Professional Growth: As an NHS Trust, BCHC offers standard career development pathways, pension schemes, and the opportunity to work in a collaborative, patient-centered environment.
Strategic Mission: The Trust is committed to “integrated, personalised care,” and as an administrator, you play a vital role in ensuring that care reaches the local community without bureaucratic delay.

Important Application Note

Time-Sensitive: This advert operates on a rolling closure policy. It will close as soon as sufficient applications are received, so immediate submission is strongly encouraged.
Right to Work: This role does not provide sponsorship. Ensure you are eligible to work in the UK under the current points-based system before applying.

To apply for this job please visit www.bhamcommunity.nhs.uk.