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Administrative Support Officer
2 months ago
Position Overview
We are pleased to announce an opportunity to become a vital member of our Cardiology Administrative team at University Hospitals Birmingham NHS Foundation Trust. This role involves providing essential administrative assistance to medical professionals and their teams, focusing on tasks such as audio transcription of clinic letters, discharge summaries, and various correspondence. The successful candidate will also support the broader department and clinical teams.
The individual in this role will serve as a compassionate and understanding point of contact for patients, their families, and caregivers, working under the guidance of the Medical Secretary Supervisor.
Key Responsibilities
The primary duties of this position include:
- Transcribing audio recordings and typing from written documents, including clinic letters, results letters, discharge summaries, and medical reports. A solid understanding of medical terminology and medications is essential, as some documents may be complex or sensitive in nature.
- Coordinating patient appointments as directed by the Medical Secretary Supervisor.
- Facilitating theatre and day case admissions for patients as required.
- Utilizing initiative and judgment based on acquired knowledge when addressing clinical and non-clinical inquiries.
- Ensuring timely dispatch of clinic letters and discharge summaries in accordance with established protocols.
- Handling telephone inquiries professionally and efficiently.
- Managing the diaries of consultants as necessary.
- Inputting and retrieving patient information using Trust IT systems, adhering to Trust policies.
- Opening and processing the consultant's mail daily.
- Arranging meetings and appointments as needed.
- Assisting colleagues during peak workload periods as directed by the Medical Secretary Supervisor.
- Retrieving hospital notes from the Medical Records Department using the case note tracking system.
- Collaborating in the implementation of new technologies and practices to enhance departmental efficiency.
About Our Organization
University Hospitals Birmingham NHS Foundation Trust is recognized as a leading healthcare provider in the UK. Our mission is to promote healthier lives, and we understand that achieving this requires exceptional staff.
We are committed to creating an optimal work environment for our employees, which includes:
- Investing in the health and well-being of our staff, with a focus on flexible working arrangements.
- Providing a diverse range of training and development opportunities to support personal and professional growth.
We strive to ensure that all staff members are treated equitably and feel a sense of belonging within a supportive and inclusive atmosphere. Our commitment to diversity and inclusion is reflected at all organizational levels, with active staff networks and initiatives aimed at fostering a culture where every voice is valued.
Qualifications and Experience
Essential:
- Good General Education (GCSE English and Maths A-C or Level 9-4).
- Business Administration NVQ Level 3 or equivalent experience in a clerical setting.
- Experience in customer service and public interaction.
- Proficiency in Microsoft Office applications (e.g., Word, Excel, Outlook).
- Familiarity with IT systems.
Desirable:
- AMSPAR Certificate or equivalent knowledge of medical terminology.
- Experience in a fast-paced environment, particularly in healthcare.
Additional Skills
Essential:
- Strong communication and customer care skills, demonstrating empathy and compassion.
- Excellent keyboard and IT skills.
- Effective organizational and multitasking abilities.
- Proficient time management skills.
- Professional demeanor when addressing inquiries from staff.
- Problem-solving capabilities.
- Understanding of confidentiality principles.
- Attention to detail, even amidst interruptions.
- Ability to manage stressful situations with sensitivity.
- Collaborative team player, adaptable to service needs.
- Confidence in engaging with individuals at all levels.
- Commitment to equality and diversity principles.
- Open and flexible approach to work.
- Demonstrated reliability, motivation, and dedication.
- Willingness to travel to various sites as required.
Desirable:
- Ability to thrive under pressure and manage challenging situations.
