Medical Secretary - Latton Bush Harlow
The closing date is 29 April 2026
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. 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 and 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.
Main duties of the job
Your main responsibilities will be to provide comprehensive administrative and secretarial support to the Consultant and their team. This role is office based in order to provide on hand support to the consultant and team members. 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.
Job responsibilities
* Become an effective member of the Medical Secretariat, developing productive working relationships and demonstrating a sound understanding of the aims and business activities of the Trust.
* Work flexibly to provide efficient, high-quality secretarial, administrative and support services to the Consultant and their medical colleagues and maintain office cover.
* Produce documents such as clinic letters and discharge summaries, clinicians 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 for patients, their carers, health professionals and other professional bodies.
* Maintain excellent communication skills and establish and maintain good relationships with other medical/professional staff, ensuring they engage in action where urgent situations arise.
* Pass on information received from patients/carers regarding their health condition, medication, problems they are experiencing, etc. to the Consultant accurately and promptly.
* Relay advice of a clinical nature to patients, carers, GPs and the clinical team, acting on the instructions of the Consultant accurately and comprehensively.
* Maintain the Consultant's diary, arrange meetings, handle room bookings, prepare and circulate agendas and related papers and act as a point of contact for coordinating necessary details.
* Participate in arrangements for training programmes and conferences, ensuring relevant documentation and practical arrangements are in place for smooth events.
* Provide effective support to the Consultant in specialist areas such as academic, research, arranging conferences, service development, SI investigations, complaints handling, etc., ensuring a professional service line with Trust policies.
* Arrange investigation appointments for patients (bloods, EEGs, ECGs, X-rays, MRI scans) and ensure results are brought to the Consultant's attention for appropriate action.
* Work as part of the clinical support team to ensure delivery of comprehensive and effective administration service to clinical personnel across the directorate.
* Provide advice and demonstrate own activities or 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 and participate in updating records with relevant information such as clinical details, personal data, e‑mails, telephone and paper‑based communications.
* Provide secretarial cover to other Consultant teams as necessary for colleagues on sick/annual leave and work flexibly 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 cover arrangements are in place.
* Ensure that post/email/telephone enquiries are promptly sorted, recorded and actioned, filtering them efficiently to organise workflow; draft responses when appropriate.
* Cooperate with others to maintain efficient filing, records and bringforward systems, properly indexed and cross‑referenced for easy access.
* Access and use the NHS and Trust information systems to retrieve patient care related information.
* Take responsibility for care and maintenance of office equipment; notify IT for any problems with computers and other relevant repair services.
* Assist with the collection and collation of data and information, including statistical information relevant to the consultants' scope of work.
* Provide day‑to‑day support and assistance to new and temporary staff within the team, including induction and good team working.
* Assist in the induction of trainee doctors on a regular rotational basis, providing template letters, admission and discharge summaries, and activity schedules.
* Maintain a system to ensure that doctors receive available personal safety alarms, Dictaphone, bleeps, and keys; update logs for retrieval and re‑allocation.
* Adhere to principles and processes defined within the equal opportunities provision.
* Report any health & safety issues or fire hazards and take immediate action to minimise risk.
* Fully comply with the GDPR and related policies.
* Recognise the sensitivity of business undertaken and ensure strict confidentiality.
About us
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.
* 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.
Work that wraps around your needs
* Flexible working: available from day one for most roles.
* Job share: Applications for job shares are welcomed.
Person Specification
GCSE
* GCSE English (or equivalent to)
* GCSE Mathematics (or equivalent to)
* NVQ Level 3 (Business Admin) or Previous Experience in Secretarial/PA role
* Recognised Typing Qualifications (Pitmans, RSA, AMSPAR etc)
* Typing speeds of 60+ WPM
Knowledge
* Advanced IT Skills in Microsoft (Word, Excel, Outlook)
* Knowledge of a full range of secretarial and administration procedures
* Knowledge of Trust IT and/or Electronic Patient Records
additional Qualities
* Ability to travel independently across sites
Skills/Experience
* Experience of working within a Team environment
* Previous secretarial / PA experience
* Typing speeds of 60+ WPM
* Previous experience of working in the NHS
* Experience of working in mental health settings
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
Essex Partnership University NHS Foundation Trust
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