Overview
A vacancy has arisen for a fixed‑term 1 year full‑time Medical Secretary to a Consultant Psychiatrist/s and their Medical Team/s. This is an office‑based role; after a period of establishment hybrid working may be considered if the service allows.
We are looking for an enthusiastic and motivated person who is flexible and has excellent secretarial and communication skills. You must have the ability to work unsupervised, under pressure and be able to deal sympathetically with patients and relatives of people with mental health problems.
The Medical Secretaries are an important part of a team and are very much in the front line with the patients and their families, providing a vital link for staff, patients, relatives and outside agencies as required.
Your main responsibilities will be to provide comprehensive administrative and secretarial support to the Consultant and their team. Good organisation and adaptability to learning new systems is essential. Audio‑typing skills and previous secretarial experience in a similar role would be highly beneficial. Previous medical‑secretarial experience in a mental health or other NHS setting with clinical systems knowledge is desirable.
Support and Development
Valuing you. Recognising your dedication. At EPUT, we look after you.
* Receive supervision and support to help you fulfil your potential.
* Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.
* If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.
* We run recognition awards to recognise staff's hard work and dedication.
Benefits
* 27 days holiday, plus bank holidays, rising to 33 days after 10 years’ service.
* Excellent pension of up to 14.5% of your pensionable pay.
* Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
* £8K relocation package if you move to Essex to join us.
* Season ticket loans are interest‑free to cover the cost of travelling to and from work via tram, rail, or bus.
Flexible Working
* Flexible working: available from day one for most roles.
* Job share: Applications for job shares are welcomed.
Key Responsibilities
* Develop productive working relationships with other members of the team, demonstrating a sound understanding of the aims and business activities of the Trust.
* Provide efficient, high‑quality secretarial, administrative and support services to the Consultant and their medical colleagues as required, while maintaining office cover.
* Produce documents such as clinic letters, discharge summaries, clinician’s reports, general correspondence, minutes, presentations, etc., using audio, shorthand or copy typing skills as required.
* Ensure that discharge summaries and other time‑sensitive information are typed within the designated time limits.
* Manage and prioritise own workload appropriately, frequently under pressure, without supervision.
* React quickly to urgent situations to coordinate an excellent service to patients, their carers, health professionals and other professional bodies.
* Maintain excellent communication skills; establish and maintain good relationships with other medical/professional staff (including external doctors) involved in patient care.
* Pass on information received from patients/carers regarding their health condition, medication, problems they are experiencing, etc., to the Consultant accurately and timely.
* Relay advice of a clinical nature to patients, carers, GPs and members of the clinical team, acting on the instructions of the Consultant.
* Maintain the Consultant’s diary, arrange meetings on their behalf, handle associated administration (room bookings, agenda preparation, circulation of related papers) and act as a point of contact for coordinating necessary details.
* Participate in arrangements for training programmes / conferences, ensuring that relevant documentation is processed and that all necessary practical arrangements are in place for events to run smoothly.
* Provide effective support to the Consultant in their specialist areas (academic, research, arranging conferences, service development, clinical director responsibilities, SI investigations, dealing with complaints, etc.), ensuring a smooth and professional service in line with Trust policies.
* Arrange investigation appointments for patients at the consultant’s request (bloods, EEGs, ECGs, X‑rays, MRI scans, etc.) and, where appropriate, ensure all results are brought to the Consultant’s attention so that appropriate action can be taken.
* Work as part of the clinical support team to ensure delivery of a comprehensive and effective administration service to clinical personnel across the directorate.
* Provide advice and demonstrate workplace routines to new or less experienced employees within the team.
* Maintain confidentiality within the role with clinical changes to pathways across the EPUT.
* Have a good working knowledge of the electronic patient records system used in the team, participating in the process of updating these records with relevant information such as clinical information, personal data, email, telephone and paper‑based communications in a timely fashion.
* Provide secretarial cover to other Consultant teams as necessary for colleagues on sick/annual leave and work flexibly as a team member to ensure smooth and efficient flow of work through the service.
* Process applications for annual leave/study leave for the doctors within the team, ensuring that all relevant team members are aware of forthcoming absences and advised of cover arrangements in place.
* Ensure that post, email and telephone enquiries are promptly sorted, recorded and actioned as appropriate; filter them efficiently to organise and assist with the workflow of the team; exercise initiative where appropriate in responding to incoming mail by drafting responses.
* Cooperate with others towards maintaining efficient filing, records and bring‑forward systems, properly indexed and cross‑referenced, to ensure that the location of all documents and files are properly recorded and readily accessible.
* Be able to access and use the NHS and the Trust information systems, e.g. to retrieve patient care‑related information.
* Take responsibility for the care and maintenance of office equipment supplied to secretaries and the Consultants; notify the IT Department of any problems with computers and other relevant repair services for equipment used.
* Assist with the collection and collation of data and information, including statistical information relevant to the consultant’s scope of work to assist them to carry out their work efficiently.
* Provide day‑to‑day support and assistance to new and temporary members of staff within the team as part of induction and good team working.
* Assist in the induction of trainee doctors new to the Consultant’s team on a regular rotational basis, providing them with a package of template letters including admission and discharge summaries to help them formulate correspondence; provide them with a timetable of activities, clinics, ward rounds, etc.
* Maintain a system to ensure that the doctors, during induction, are provided with available personal safety alarms, Dictaphones, bleeps, and keys; maintain an up‑to‑date log of these to facilitate retrieval and re‑allocation as the team changes over.
* Adhere to the principles and processes defined within the equal opportunities provision.
* Report any health & safety issues or fire hazards to the Manager and take immediate action to minimise any risk or hazard.
* Fully comply with GDPR and related policies.
* Recognise the sensitivity of business undertaken and ensure strict confidentiality.
This advert closes on Friday 26 Dec 2025.
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