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Medical Secretary Team Manager
The closing date is 14 September 2025
Are you an experienced medical secretary or team leader looking to step into a visible and rewarding management role? Do you enjoy improving systems, supporting others, and playing a key part in delivering safe, timely care?
We are looking for a confident, organised and forward-thinking Medical Secretary Team Manager to lead our team of medical secretaries across Cheltenham and Gloucester, within the Children and Adolescent Mental Health Service (CAMHS).
This pivotal role is responsible for:o Line management of Band 3 and 4 medical secretarieso Oversight of admin workflows: letters, bookings, referrals, duty rota, and inboxeso Maintaining high service standards, with clear expectations for turnaround, escalation, and team flexibilityo Implementing standard operating procedures and ensuring consistency across siteso Supporting digital developments such as the patient portal, e-prescribing, and automation
You'll work closely with Consultant Psychiatrists, clinical leads, and service managers, acting as a key contact for admin queries and supporting overall service flow. If you're passionate about team leadership, service delivery, and making a difference for children, young people and families -- we'd love to hear from you.
Main duties of the job
o Provide effective day-to-day line management to a team of medical secretaries across the Acorn and Evergreen teams (approx. 10 staff), including recruitment, induction, supervision, appraisals, and performance management.o Monitor staff compliance with Trust policies, statutory obligations, and mandatory training.o Maintain accurate personnel records, including contracts, variations, absence, annual leave, and sickness.o Act as budget holder for designated non-pay and staffing areas, in line with delegated authority from the Medical Lead.o Work closely with the Medical Lead, CAMHS Operational and Admin Leads to ensure aligned service delivery across CAMHS to meet business planning objectiveso Coordinate medical secretary cover, including sourcing bank staff during absences and responding flexibly to changes in service need.o Providing oversight and management of the Consultant/Medical Team diaries effectively and efficiently, including organisation of annual leave.o Notifying other Consultants of the absence of a consultant to ensure there is adequate medical cover; notifying in a timely manner regarding any adjustments needed to the Consultant on-call Rota's.o Adopt a constantly flexible approach to ensure that all medical secretary team objectives are completed efficiently and within given timescales. This may involve the need to travel across Trust sites to assist colleagues during absence or with peaks of work.
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
* 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
* 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
* 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job responsibilities
Provide line management for the medical secretarial team, offering regular supervision, performance development, and support to ensure high standards of clinical administration.
Lead service improvement initiatives across the medical secretarial function, identifying opportunities to streamline processes, implement digital solutions, and improve the quality and timeliness of communication.
Support Trust-wide administrative initiatives and provide cover during periods of staff absence or increased demand, contributing to a flexible and resilient service.
Represent the medical secretarial team at relevant internal meetings, acting as a key point of contact between administration and clinical leadership.
Contribute to strategic planning for administrative services across the Childrens Directorate, helping shape a consistent and future-focused approach.
Promote staff wellbeing and maintain a safe and supportive working environment, in line with health and safety guidance and Trust values.
Champion diversity, equality and inclusion in all aspects of leadership, communication and service delivery.
Person Specification
Qualifications
* NVQ Level 4 Business Administration, or Degree in Business Administration, Healthcare Administration, or related field or equivalent qualification/experience
* Management or Supervisory qualification
Experience
* Proven experience of working at a supervisory/management level within an busy administrative office environment
* Knowledge or experience in HR management
Knowledge
* Proven experience of managing staff
* Proven experience of budget management
* Previous experience working within a Mental Health Service
* Previous experience of working within the NHS
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.
Employer name
Gloucestershire Health and Care NHS Foundation Trust
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