Senior Administrator - Medical Secretary
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Job Summary
A rare fixed‑term secondment opportunity has arisen for a conscientious, organised and experienced administrator to join the AMH Medical Secretary team at Foss Park Hospital for two days a week (Wednesdays and Fridays) over a period of three months. The successful candidate will work alongside an experienced and respected Medical Secretary and support a team that manages two inpatient wards covering working‑age adults.
Main Duties
Calendar management, minute taking, and the production of formulation and discharge letters are the main duties of this post. We are looking for someone with exceptional organisational skills, pro‑active and thorough, comfortable multi‑tasking, able to prioritise workload and meet evolving deadlines. An ability to build strong working relationships and communicate effectively, confidently and compassionately is essential.
About Us
With a starting salary of £26,530 pro‑rata, generous NHS pension, 27 days annual leave plus bank holidays, and other NHS staff benefits, this role offers substantial training and development opportunities for career progression.
Job Details
* Posted: 14 November 2025
* Pay scheme: Agenda for Change
* Band: 4
* Salary: £26,530 – £29,114 a year pro‑rata
* Contract: Secondment
* Working pattern: Part‑time – two days a week
* Reference number: 346‑NYA‑161‑25‑B
* Location: Foss Park Hospital, Haxby Road, York, YO31 8TA
* Right to Work: Must have the Right to Work in the UK. No sponsorship available.
Job Responsibilities
* Administrative activity: making telephone calls, answering the phone, photocopying, filing, email communications.
* Day‑to‑day calendar management (multiple calendars), anticipating and organising appointments, meetings and events.
* Minute taking, transcribing and letter production.
* Support the team’s audit and reporting needs.
* Act as a point of contact for the Consultant and medical team.
* Act as a point of contact for service users, carers and visitors, responding to enquiries in a patient and helpful manner.
* Interact compassionately with colleagues, service users and carers at all times.
* Promote a positive image of the mental health service, the Trust and its users.
Person Specification
Essential Qualifications
* BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (e.g., NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience and willingness to work towards Level 5 within an agreed timescale.
* IT qualification (e.g., ECDL, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
* Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9).
Desirable Qualifications
* Certificate relating to Secretarial studies.
* Basic Medical Terminology certificate.
Essential Experience
* Working for the NHS or a similar health care provider.
* Evidence of significant experience in an administrative environment, including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
* Evidence of leading, supervising and training staff on administrative processes.
* Demonstrated ability to manage multiple calendars and coordinate meetings.
* Experience in data extraction and report preparation.
* Participation in service and quality improvement activity.
* Accuracy and efficiency in data entry and typing skills.
* Implementation and maintenance of systems and processes within an administration team.
Essential Knowledge
* Accurately transcribe data from a variety of sources, including digital dictation software.
* Flexible approach to working, using initiative and discretion when making decisions.
* Ability to work autonomously, proactively and support the team’s workload.
* Adaptable communication, professional with all staff, carers and service users.
* Organise and complete tasks, meeting deadlines and delegating where necessary.
* Critically analyse, appraise and problem‑solve situations.
* Understanding of data protection and confidentiality in line with defined procedures and guidelines.
Desirable Knowledge
* Knowledge of Human Resources policies and procedures.
* Negotiation and influencing skills.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a disclosure check to the Disclosure and Barring Service.
Employer Details
* Employer name: Tees Esk and Wear Valleys NHS Foundation Trust
* Address: Foss Park Hospital, Haxby Road, York, YO31 8TA
* Website: https://www.tewv.nhs.uk/
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