Job overview
An exciting opportunity has arisen for a highly motivated and enthusiastic individual looking to gain experience as a Medical Secretary in our Adult Outpatients department.
If you have excellent administrative skills, a can-do attitude and enjoy working as part of a team we would love to hear from you!
Main duties of the job
To provide a comprehensive administrative/secretarial service to the Consultant Psychiatrist and supporting medical team. The post-holder will be expected to manage their workload with the Consultant and team and co-ordinate activities to ensure that an efficient service is provided in such a way as to make a direct and positive contribution to the organisation of the work.
It is essential that the post-holder should exercise initiative commensurate with the role of a Medical Secretary.
The post-holder will be flexible and use their own initiative to organise their workload, dependent upon the priorities and requirements at that time. Sensitivity to people with mental health needs is essential within this role.
As this role involves working across a clinical team with a need to have direct contact, it is unsuitable for agile working and must be conducted at the designated base.
Working for our organisation
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
If you come and work for us we will offer a range of benefits and opportunities, including:
* Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
* Flexible working opportunities to support your work/life balance
* Access to Continued Professional Development
* Involvement in improvement and research activities
* Health and Wellbeing activities and access to an excellent staff wellbeing service
* Access to staff discounts across retail, leisure and travel
Detailed job description and main responsibilities
Provision of full secretarial service to Consultant and supporting medical team which includes typing letters, psychiatric reports, non-clinical typing and recording minutes of meetings.
•
To carry out general administrative duties for the Consultant and his/her supporting medical team to include information gathering and circulating correspondence. Dealing with internal and external mail (paper and electronic), managing this communication by responding to routine matters not requiring the urgent attention of the Consultant and ensuring timely dissemination. Filing, scanning and photocopying documents.
•
To deal with telephone enquiries (often from patients who are distressed) and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and tactful manner.
•
Responsible for recording referrals, appointments and related information in a timely manner in accordance with the Data Quality Policy and supporting Data Quality Guidelines. To directly collate and input data on PARIS in relation to outpatient and/or inpatient activity. To deal with telephone enquiries (often from patients who are distressed) and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible
and tactful manner.
•
To take additional referral information or clarify the nature of referrals by telephone and signpost to appropriate agencies, as required.
•
Arrange urgent clinic appointments, ensuring all relevant departments are notified accordingly including Community Mental Health Teams and the Outpatient Department.
•
On behalf of the Consultant and his/her team, to actively manage patients who disengage in line with Tableau reporting and ensuring opt-in letters are sent, responses are obtained and further intervention is arranged.
•
Able to work unsupervised and manage own workload, exercising the highest standard of confidentiality using independent judgement and initiative, based on acquired knowledge and experience,
•
Demonstrate influence and composure when working under pressure and to strict deadlines.
•
Ensure effective liaison between a range of staff, patients and relatives. To arrange community visits by Consultant, communicating with patient’s relatives to arrange personal interviews with Consultant and giving appropriate advice wherever possible.
•
Ensure the prompt typing of discharge summaries (as necessary), subsequent follow up appointment letters, reports and general correspondence within agreed standards.
•
Maintain Consultant’s electronic diary, incorporating a “bring forward” system, ensuring that documentation is available prior to scheduled meetings.
•
Timely filing to ensure that accurate copies of correspondence and investigative reports are scanned and uploaded to electronic health records, which will include sorting investigation results and retrieving relevant health records. Chase results in cases of urgency.
•
Proactively receive visitors to the Outpatient Department, when necessary, dealing personally with matters where appropriate and demonstrating diplomacy in dealing with issues of a sensitive nature, re-routing enquiries if necessary.
•
To support data collection for the Outpatient Department and assist with reporting key performance indicators for the team.
•
To record incidents, as and when, on the Trust’s Ulysses system, taking remedial action as necessary.
•
Control and maintenance of health records (including archiving and culling) in accordance with the Trust’s Records Management Policy and ensuring all are electronically tracked to the correct location within PARIS.
•
Organising and maintaining an efficient and effective filing system.
•
Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the situation or referring to the appropriate person.
•
Informing Consultant of any long waiting times for new patients; discussing and implementing any changes to the clinics to rectify any concerns.
•
Assist in covering other Consultants and their supporting medical team’s secretarial needs when demand is high, after prioritisation.
Person specification
Education & Qualifications
Essential criteria
* Good level of general education including GCSE English or equivalent qualification
* Level 4 qualification to diploma level or equivalent experience including knowledge of medical terminology
Desirable criteria
* Customer Care training
* ECDL Certificate or equivalent
* AMSPAR qualification
* Audio typing qualification
* Shorthand / speed-writing qualification
Experience
Essential criteria
* Experience of dealing with complex enquiries that require further investigation and identification of a resolution
* Competence in using information technology including Word, Excel, PowerPoint and Email
* Previous experience in managing own workload with the ability to prioritise tasks
* Good interpersonal skills with experience of liaising effectively with a range of agencies (clinical and non-clinical)
* Evidence of providing a competent administration/PA service to a senior manager / clinician
Desirable criteria
* Previous NHS experience
* Previous experience of working within Mental Health Services
* PARIS or equivalent experience or working with large databases
Knowledge
Essential criteria
* Knowledge of a full range of administrative and organisational policies and procedures
* Working knowledge of patient administrative systems
Desirable criteria
* Understanding of mental illness
* Understanding of the Mental Health Act
Skills and Abilities
Essential criteria
* Excellent communication (verbal and written) skills in order to communicate in an appropriate manner to all staff and members of the public
* Excellent IT and audio-typing skills
* Self-motivated and able to act on own initiative but recognise when additional advice is required
* Capable of prioritising and organising own workload, achieving objectives within agreed timescales and able to work under pressure
* Ability to develop working partnerships with individuals, teams and other agencies
* Decision making skills and the ability to solve problems effectively
* Excellent organisational and planning skills
* Ability to work independently, on own initiative without close supervision, and as part of a team
* Ability to demonstrate tact and diplomacy
* Ability to maintain information in a confidential and secure manner
* Ability to handle sensitive information with the utmost discretion
* Produce reports and analyse them at an operational level
Desirable criteria
* Able to demonstrate flexibility in working hours to meet the demands of the service
Work Related Circumstances
Essential criteria
* Willing to undertake all necessary training required to carry out the role
* Willing to carry out all duties and responsibilities of the post in accordance with the Trust’s Equal Opportunities and Equality and Diversity policies
* Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
📝 Application support - We also offer virtual application support sessions each month, where you will learn some hints and tips to support you in completing your application form. To secure your place, and to find out more visit the on our website.
🌍 Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the
📬 After You Apply - Once your application is submitted, you’ll receive updates via email. Shortlisting is based on how well you meet the criteria outlined in the person specification. Only shortlisted candidates will be invited to interview, and invitations will be sent by email.
✅ If You're Offered the Role - If successful, the hiring manager will contact you directly with a verbal offer. They will then notify the Recruitment Team and submit the necessary paperwork. You’ll receive a formal conditional offer via email
🔍 Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with. These include:
* Identity verification
* Right to work check
* Disclosure and barring service (DBS)/Criminal record check (dependent on role)
* Professional registration and/or qualification check
* Occupational health assessment
* Employment history and reference validation
All applicants external to Pennine Care NHS Foundation Trust will be required to provide their to cover the most recent three years employment. This information will used to validate employment history and references.
If you require sponsorship, we will assess your eligibility based on current If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.
🚀 Once Checks Are Complete -
The Recruitment Team will coordinate with you and the hiring manager to confirm a start date. You’ll be booked onto a Trust Welcome Session and receive your Pennine Care NHS Terms and Conditions.
📣 Additional Information -
We are committed to equality, diversity, and inclusion (EDI), and we strive to ensure our workforce reflects the communities we serve. We actively encourage applications from individuals of diverse backgrounds to help us grow, innovate, and improve.
If you wish to be considered under the Disability Confident Scheme, you will be guaranteed an interview if you meet the essential criteria for the role.
If you need reasonable adjustments during the recruitment process, please contact us on 0161 716 3181 as early as possible so we can support you.
Please note:
* We do not accept unsolicited contact from recruitment agencies. Hiring managers should not be contacted directly.
* We may close vacancies early if we receive a high volume of applications. To ensure your application is considered, please apply as soon as possible.