Job summary

To provide comprehensive secretarial and administration support, handling first line enquiries from patients, relatives and staff and tracking investigations from the Emergency Department for an assigned group ofclinicians.

PLEASE NOTE, WE MAY CLOSE THIS VACANCY EARLY IF WE RECEIVE A HIGH NUMBER OF APPLICATIONS.

Main duties of the job

To provide comprehensive administrative and secretarial support to the clinical team. This includes typing ofletters, sending emails, monitoring and tracking investigations requested by the Emergency DepartmentConsultants, to ensure patient safety netting and follow-up arrangements are in place. Taking & typing ofminutes at meetings, discharge summaries and medico-legal reports

About us

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.

Details

Date posted

28 October 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

407-MLTC-8224925-A

Job locations

Walsall Manor Hospital

Moat Road

Walsall

WS2 9PS

United Kingdom

Job description

Job responsibilities

1. To provide comprehensive administrative and secretarial support to the clinical team. This includes typingof letters, sending emails, monitoring and tracking investigations requested by the Emergency DepartmentConsultants, to ensure patient safety netting and follow-up arrangements are in place. Taking & typing ofminutes at meetings, discharge summaries and medico-legal reports.2. Dealing with referrals and e-referrals queries, to ensure patients are promptly reviewed and appropriatefollow up arrangements are in place, in line with patient pathways.3. Obtaining medical notes to assist the clinical team with the management of queries, appointments, andaudits.4. Dealing with emails and correspondence from multi-disciplinary teams including GP practices and externalagencies pathways. This may also include complaints and medical legal documents.5. To answer the telephone promptly and politely, telephoning patients where appropriate using tact,discretion and empathy in all situations.6. Liaising with patients and relatives, providing routine information e.g. about referrals, appointments or clinicinformation, which may require tact and persuasive skills or where there are barriers to understanding.7. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysinginformation to resolve issues for e.g. e-referrals, appointments/ follow-up arrangements, arrangingmeetings, and managing diary commitments for clinical team.8. Provide day to day supervision/management, mentoring and support, as well as on the job training to newor junior staff as required.9. Maintaining accurate processing and storage of clinical records via both electronic systems and paperbased records to include appointing/unappointing as appropriate, data entry, transcribing letters andminutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and topatients.10. Managing own workload, ensuring compliance with standards relevant to the role and department,ensuring that a quality service is provided according to agreed policies and Standard OperatingProcedures, referring to Manager where appropriate.11. Ordering and maintaining office supplies and stationery, and other stock items as appropriate. This mayinclude cash handling and the authorisation of requisitions within agreed limits.12. Have responsibility for adhering to all relevant Trust policies, and ensuring that team members do likewise,and proposing practice changes within own area/department.

Job description Job responsibilities 1. To provide comprehensive administrative and secretarial support to the clinical team. This includes typingof letters, sending emails, monitoring and tracking investigations requested by the Emergency DepartmentConsultants, to ensure patient safety netting and follow-up arrangements are in place. Taking & typing ofminutes at meetings, discharge summaries and medico-legal reports.2. Dealing with referrals and e-referrals queries, to ensure patients are promptly reviewed and appropriatefollow up arrangements are in place, in line with patient pathways.3. Obtaining medical notes to assist the clinical team with the management of queries, appointments, andaudits.4. Dealing with emails and correspondence from multi-disciplinary teams including GP practices and externalagencies pathways. This may also include complaints and medical legal documents.5. To answer the telephone promptly and politely, telephoning patients where appropriate using tact,discretion and empathy in all situations.6. Liaising with patients and relatives, providing routine information e.g. about referrals, appointments or clinicinformation, which may require tact and persuasive skills or where there are barriers to understanding.7. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysinginformation to resolve issues for e.g. e-referrals, appointments/ follow-up arrangements, arrangingmeetings, and managing diary commitments for clinical team.8. Provide day to day supervision/management, mentoring and support, as well as on the job training to newor junior staff as required.9. Maintaining accurate processing and storage of clinical records via both electronic systems and paperbased records to include appointing/unappointing as appropriate, data entry, transcribing letters andminutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and topatients.10. Managing own workload, ensuring compliance with standards relevant to the role and department,ensuring that a quality service is provided according to agreed policies and Standard OperatingProcedures, referring to Manager where appropriate.11. Ordering and maintaining office supplies and stationery, and other stock items as appropriate. This mayinclude cash handling and the authorisation of requisitions within agreed limits.12. Have responsibility for adhering to all relevant Trust policies, and ensuring that team members do likewise,and proposing practice changes within own area/department.

Person Specification

Qualifications

Essential

• English and Maths GCSEs
• Administrative Qualification

Desirable

• AMSPAR

Experience

Essential

• Experience in a secretarial role

Desirable

• Experience in a medical/healthcare setting

Skills

Essential

• Excellent communication skills
• Ability to multitask
• Complex problem solving ability

Person Specification Qualifications Essential English and Maths GCSEs Administrative Qualification Desirable AMSPAR Experience Essential Experience in a secretarial role Desirable Experience in a medical/healthcare setting Skills Essential Excellent communication skills Ability to multitask Complex problem solving ability

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Walsall Healthcare NHS Trust

Address

Walsall Manor Hospital

Moat Road

Walsall

WS2 9PS

United Kingdom

Employer's website

https://walsallhealthcare.nhs.uk (Opens in a new tab)

Employer details

Employer name

Walsall Healthcare NHS Trust

Address

Walsall Manor Hospital

Moat Road

Walsall

WS2 9PS

United Kingdom

Employer's website

https://walsallhealthcare.nhs.uk (Opens in a new tab)