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 office‑based role provides on‑hand support and comprehensive administrative and secretarial services to the consultant and medical team.
Responsibilities
* Provide comprehensive administrative and secretarial support to the Consultant and their team, including maintaining diaries, arranging meetings, and preparing agendas.
* Produce clinic letters, discharge summaries, clinician’s reports, general correspondence, minutes, presentations and other documentation using audio, shorthand or copy typing.
* Ensure time‑sensitive information such as discharge summaries is typed and forwarded within designated limits.
* Manage and prioritise own workload under pressure, frequently without supervision.
* Respond quickly to urgent situations, coordinating an excellent service to patients, carers, health professionals and other professional bodies.
* Maintain good relationships with medical and external staff, ensuring accurate and timely transmission of patient information, medication, and problems.
* Relay clinical advice to patients, carers, GPs and members of the clinical team, acting on the instructions of the Consultant accurately and comprehensively.
* Coordinate investigation appointments for patients (bloods, EEG, ECG, X‑rays, MRI scans) and ensure results are brought to the Consultant’s attention.
* Support arrangements for training programmes, conferences, academic work, research, service development and other specialist tasks within Trust policies.
* Maintain confidentiality within the role, comply with GDPR, and keep clinical records current within the electronic patient records system.
* Provide cover for other Consultant teams as necessary for colleagues on sick or annual leave, working flexibly as a team member for efficient workflow.
* Process applications for annual leave and study leave for doctors, ensuring adequate coverage arrangements.
* Handle post, email and telephone enquiries promptly, recording and actioning requests efficiently; draft responses where appropriate.
* Cooperate with colleagues to maintain efficient filing, records and bring‑forward systems and properly index all documents.
* Assist with equipment maintenance; notify the IT Department of any computer or other equipment problems.
* Assist in 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, temporary and trainee staff during induction and on‑board processes.
* Maintain logs of personal safety alarms, dictaphones, bleeps, keys and facilitate their retrieval and re‑allocation.
* Adhere to equal opportunities provisions and report any health & safety issues or fire hazards to the Manager.
* Ensure strict confidentiality and comply with GDPR and related policies.
* Provide audio typing skills; previous experience in a similar role and NHS clinical systems knowledge is desirable.
Qualifications and Experience
* Enthusiastic, motivated, flexible, with excellent secretarial and communication skills.
* Ability to work unsupervised and under pressure, dealing sensitively with patients and relatives of mental health patients.
* Good organisational skills and adaptability to learn new systems.
* Audio typing skills and previous secretarial experience highly beneficial.
* Previous medical secretarial experience in a mental health or NHS setting with clinical systems knowledge is desirable.
Benefits
* 27 days holiday plus bank holidays, rising to 33 days after 10 years’ service.
* Excellent pension up to 14.5 % of 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 are interest‑free to cover the cost of travelling to and from work via tram, rail, or bus.
* Flexible working available from day one for most roles.
* Job share applications are welcomed.
We support staff with mental health and wellbeing services, occupational health advice and counselling.
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