Overview
An exciting opportunity has arisen for a Medical Secretary in Wickford at Essex Partnership University NHS Foundation Trust (EPUT), based in the Wickford area. This challenging position requires a team‑player who is flexible, organised and able to work well under pressure. The post holder will provide comprehensive secretarial and administrative support to the Consultant and clinical team, acting as the first point of contact for patients, doctors and staff across the Trust.
Responsibilities
* Attend ward rounds in the Forensic Medium Secure unit and be patient‑facing.
* Provide comprehensive secretarial and administrative support to the Consultant and their team.
* Serve as a vital link for staff, patients, relatives and outside agencies.
* Produce documents such as clinic letters, discharge summaries, clinician reports, general correspondence, minutes and presentations using audio, shorthand or copy typing skills.
* Process case‑notes of patients discharged from clinical caseloads, follow through ongoing care plans and allocate notes to relevant clinicians.
* Arrange follow‑up appointments or referrals to other specialties as necessary.
* Ensure discharge summaries and other time‑sensitive information are dictated and typed within 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, carers, health professionals and other professional bodies.
* Maintain relationships with medical and external staff to ensure urgent situations receive prompt action.
* Use telephone to communicate with patients, particularly those with neuro‑developmental or neuro‑disability conditions, with extreme patience and sensitivity.
* Pass on information received from patients/carers regarding their 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.
* Maintain the Consultant’s diary, arrange meetings, handle room bookings, hospitality, agenda preparation and circulate related papers.
* Participate in arrangements for training programmes and conferences, ensuring documentation and practical arrangements are in place.
* Support the Consultant in specialist activities such as academic, research, service development, clinical director, SI investigations and complaints handling.
* Record new patient referrals and process them within Trust guidelines.
* Act as minute secretary at meetings, case conferences, working groups etc., ensuring administrative follow‑up action.
* Liaise with Reception Administrators regarding appointments and diagnostic services, expediting urgent or routine investigations.
* Arrange investigation appointments (e.g., bloods, EEGs, ECGs, X‑rays, MRI scans) and ensure results are brought to the Consultant’s attention.
* Coordinate actions for patients requiring admission, liaising with necessary professionals.
* Work as part of the clinical support team to deliver an effective administration service across the directorate.
* Provide advice on activities and workplace routines to new or less experienced employees.
* Maintain confidentiality and understand clinical risk; signpost crisis patients to appropriate services and alert professionals as needed.
* Use and update the electronic patient records system, ensuring timely entry of clinical information, personal data and communications.
* Provide secretarial cover to other Consultant teams as necessary for colleagues on sick or annual leave.
* Process applications for annual or study leave for doctors and coordinate cover arrangements.
* Submit invoices for Consultants’ expenses in a timely manner.
* Sort and action post, email and telephone enquiries promptly, drafting responses when appropriate.
* Co‑operate with others to maintain efficient filing, records and bring‑forward systems.
* Access NHS and Trust information systems to retrieve patient care related information.
* Maintain and order stationery stocks and care and maintenance of office equipment; report problems to IT.
* Assist with collection and collation of data and statistical information relevant to the Consultant’s scope of work.
* Support induction of new and temporary staff, trainees and doctors, providing template letters and timetable of activities.
* Maintain a log of personal safety alarms, Dictaphone, bleeps and keys for inducting doctors.
* Be aware of and comply with performance indicators such as patient choice, waiting times and WNB targets.
* Adhere to equal opportunities procedures and report health & safety or fire hazards promptly.
* Fully comply with GDPR and related policies, ensuring strict confidentiality.
Support and Development
* Receive supervision and support to fulfil your potential.
* Join an inclusive EPUT community and connect with others through engagement events and equality champion networks.
* Access mental health and wellbeing services, occupational health advice and counselling.
* Receive recognition awards for hard work and dedication.
Benefits
* 27 days holiday plus bank holidays, rising to 33 days after 10 years’ service.
* Excellent pension up to 14.5% of your pensionable pay.
* Staff discounts including Blue Light Card, NHS discount offers and other staff benefits.
* £8,000 relocation package if you move to Essex to join us.
* Season ticket loans (interest‑free) covering travel to and from work via tram, rail or bus.
Flexible Working Opportunities
* Work bank shifts to supplement income and develop skills.
* Flexible working available from day one for most roles.
* Job share applications welcomed.
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