Role 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. We are looking for an enthusiastic and motivated person who is flexible, has excellent secretarial and communication skills, can work unsupervised under pressure, and can deal sympathetically with patients and their families. The Medical Secretaries are an important part of the team and are very much in the front line with the patients and their families. The main responsibilities will be to provide comprehensive administrative and secretarial support to the Consultant and their team, with good organisation and adaptability to new systems.
Audio‑typing skills and previous secretarial experience in a similar role or medical secretarial experience in a mental health or NHS setting with clinical systems knowledge are highly beneficial.
Key Responsibilities
* Become an effective member of the Medical Secretariat, developing productive working relationships with team members and demonstrating an understanding of the Trust’s aims and activities.
* 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, discharge summaries, clinician reports, minutes and presentations using audio, shorthand or copy‑typing skills as required.
* Ensure that all time‑sensitive information is typed within the designated limits.
* Manage and prioritise own workload appropriately, frequently under pressure, without supervision.
* React quickly to urgent situations, coordinating a service to patients, carers, health professionals and other bodies.
* Establish and maintain good relationships with other medical/professional staff to handle urgent situations efficiently.
* Pass on patient/carer information regarding health condition, medication or problems to the Consultant accurately and timely.
* Relay clinical advice to patients, carers, GPs and the clinical team, acting on the Consultant’s instructions 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 coordination.
* Participate in arrangements for training programmes and conferences, ensuring relevant documentation is processed and events run smoothly.
* Provide support to the Consultant in academic, research, conferences, service development, clinical director and SI investigations, ensuring a smooth professional service in line with Trust policies.
* Arrange investigation appointments (bloods, EEGs, ECGs, X‑rays, MRI scans, etc.) and ensure results are forwarded to the Consultant for action.
* Work as part of the clinical support team to deliver comprehensive administrative service to clinical personnel across the directorate.
* Provide advice and demonstrate workplace routines to new or less experienced employees.
* Maintain confidentiality within the role, supporting clinical pathways across the Trust.
* Use the electronic patient records system, updating it with relevant clinical information, personal data, email, telephone and paper‑based communications in a timely fashion.
* Provide secretarial cover to other Consultant teams as needed during sick or annual leave, working flexibly to ensure smooth workflow.
* Process applications for annual leave or study leave for doctors, ensuring cover arrangements are known.
* Sort, record and action post, email and telephone enquiries efficiently, drafting responses where appropriate.
* Cooperate in maintaining efficient filing, records and bring‑forward systems, properly indexed and cross‑referenced for accessibility.
* Retrieve patient‑care related information using NHS and Trust information systems.
* Maintain office equipment provided to secretaries and the Consultants, notifying IT of any problems.
* Assist with the collection and collation of data and statistical information relevant to the Consultant’s scope of work.
* Provide day‑to‑day support and assistance to new and temporary staff during induction and team working.
* Assist in the induction of trainee doctors, providing template letters, discharge summaries, timetables of activities, clinics and ward rounds.
* Maintain a system to ensure doctors have personal safety alarms, Dictaphone, bleeps and keys during induction, updating logs regularly.
* Adhere to equal opportunities provision principles and processes.
* Report health & safety issues or fire hazards to the Manager and take immediate action.
* Fully comply with GDPR and related policies.
* Recognise the sensitivity of business undertaken and maintain strict confidentiality.
Qualifications & Experience
* Excellent secretarial and communication skills.
* Ability to work unsupervised and under pressure.
* Sympathetic handling of patients and relatives with mental health problems.
* Audio‑typing skills.
* Previous secretarial experience in a similar role, preferably medical secretarial experience in mental health or NHS.
* Knowledge of clinical systems and electronic patient records.
* Good organisational and adaptability skills.
Benefits
* 27 days holiday plus bank holidays, rising to 33 days after 10 years’ service.
* Excellent pension of up to 14.5% of pensionable pay.
* Staff discounts: Blue Light Card, NHS discount offers, and other staff benefits.
* £8,000 relocation package if moving to Essex.
* Season ticket loans, interest‑free, covering travel to and from work via tram, rail or bus.
* Flexible working available from day one for most roles.
* Job share arrangements welcomed.
* Supervision and support to help fulfil potential.
* Inclusive community with engagement events and equality or champion networks.
* Mental health and wellbeing services, occupational health advice and counselling.
* Recognition awards for hard work and dedication.
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