We are seeking a motivated and organised Medical Secretary (Band 3) to join the Mental Health Administration team based at Downe Hospital. The successful candidate will provide efficient secretarial and administrative support to medical and clinical teams, ensuring high-quality service delivery within the department. This role involves managing correspondence, processing referrals, maintaining patient records, and assisting in the smooth running of clinics and team operations. Main Duties & Responsibilities Administrative Support Provide general secretarial support to Consultants and the wider Mental Health team. Handle incoming telephone calls professionally, routing queries appropriately and logging calls as required. Process and distribute incoming and outgoing mail. Type, format, and route clinical letters and correspondence using Encompass. Maintain accurate and confidential patient records. File, scan, and upload documents to patient systems including Media Manager and Encompass. Manage consultant and team diaries, ensuring effective scheduling and coordination. Prepare and maintain audit data and information as required. Patient Administration Process patient referrals and manage the referral pool, including pre-triage uploading. Book outpatient and home visit appointments, issue appointment letters, and update team/consultant caseloads. Manage discharges and transcribe orders in line with Trust procedures. Manage and update clinic schedules, including cancellations or blocks (annual leave, strikes, etc.). Request, track, and archive medical notes, ensuring accurate record management. Support reception and provide cover across the administration team when required. Other Duties Minute meetings as required. Contribute to scanning and filing audits. Ensure compliance with data protection, confidentiality, and Trust policies. Undertake mandatory eLearning and maintain knowledge of systems including SharePoint, Maxims, ECR, and Encompass. Essential Skills & Experience Proven administrative or secretarial experience, ideally within a healthcare or NHS setting. Strong typing and IT skills, including Microsoft Office and patient record systems. Excellent communication and organisational skills. Ability to work independently and as part of a busy team. High attention to detail and commitment to maintaining confidentiality. Desirable Skills Experience using Encompass, Maxims, or similar healthcare administration systems. Knowledge of medical terminology. Previous experience in Mental Health Administration