Responsibilities
* Provide comprehensive administrative/secretarial service to the Consultant Psychiatrist and supporting medical team.
* Manage workload and coordinate activities in collaboration with the Consultant and team.
* Exercise initiative commensurate with the role of a Medical Secretary.
* Organise work flexibly based on priorities and requirements at the time.
* Maintain sensitivity to people with mental health needs.
* Provide full secretarial service including typing letters, psychiatric reports, non‑clinical typing and recording minutes of meetings.
* Carry out general administrative duties such as collecting information, circulating correspondence, dealing with internal and external mail (paper and electronic), responding to routine matters and ensuring timely dissemination.
* File, scan and photocopy documents.
* Deal with telephone enquiries (often from distressed patients), give advice, and follow up with the appropriate staff in a diplomatic and tactful manner.
* Record referrals, appointments and related information timely, in accordance with the Data Quality Policy and supporting Data Quality Guidelines; collate and input data on PARIS for outpatient and/or inpatient activity.
* Take referral information, clarify nature of referrals by telephone, and signpost to appropriate agencies as required.
* Arrange urgent clinic appointments and notify relevant departments including Community Mental Health Teams and the Outpatient Department.
* Manage patients who disengage in line with Tableau reporting; ensure opt‑in letters sent, responses obtained, and further intervention arranged.
* Work unsupervised, manage own workload, exercise confidentiality and independent judgement.
* Demonstrate influence and composure when working under pressure and strict deadlines.
* Ensure effective liaison with staff, patients and relatives.
* Arrange community visits by Consultant and coordinate personal interviews with relatives.
* Promptly type discharge summaries, follow‑up appointment letters, reports and general correspondence within agreed standards.
* Maintain Consultant's electronic diary, including a "bring forward" system.
* File and upload accurate copies of correspondence and investigative reports to electronic health records; chase results when urgent.
* Receive visitors to the Outpatient Department, dealing personally with matters when appropriate and demonstrating diplomacy.
* Contribute to the changeover of junior doctors and assist with on‑call rota maintenance for Consultants and junior staff.
* Support data collection for the Outpatient Department and assist with reporting key performance indicators.
* Monitor office equipment, report faulty technology, ensure stationery supplies, and order via online and paper processes.
* Record incidents on the Trust's Ulysses system and take remedial action.
* Control and maintain health records in accordance with the Trust's Records Management Policy; ensure electronic tracking in PARIS.
* Organise and maintain an efficient filing system.
* Actively participate in annual My Yearly Conversations, quarterly appraisals, managerial supervision and mandatory training.
* Exercise independent judgement and initiative to resolve problems; refer to appropriate persons when needed.
* Liaise with the Trust's System Administration Department for clinic time‑slot arrangements and new clinic set‑ups.
* Inform Consultant of long waiting times for new patients; discuss and implement changes to clinics to rectify concerns.
* Assist in arranging conferences and training days, including booking venues and catering, and coordinating attendance.
* Cover other Consultants’ secretarial needs when demand is high, after prioritisation.
* Provide cover in absence of other administrative staff due to sickness, training or leave.
* Co‑operate fully with the introduction of new technology and methods; engage in self‑development.
* Maintain up‑to‑date knowledge of Trust‑wide issues and directives, attending relevant meetings.
* Assist with induction of new staff and health & safety information.
* Demonstrate duties to new starters when required.
* Accept changes in practice and processes; develop and transpose new systems.
* Safeguard privacy of information for patients and staff; maintain courteous and confidential service.
* Comply with all Trust policies and procedures; ensure no endangerment of self or others and maintain high standards.
* Perform any other duties commensurate with the post, as instructed by the Outpatient Manager.
Application Process
Application support—Hints and tips for completing your application can be found here. 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 jobs events page 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 government website.
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
* 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 HMRC employment history covering the most recent three years. This information will be used to validate employment history and references. If you require sponsorship, we will assess your eligibility based on current government guidance. If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.
Recruitment Follow‑Up
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.
Equal Opportunities Statement (Disability Confident Scheme)
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.
Recruitment Practicalities
* 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.
Additional Information
We encourage people who are Kind, Fair, Ingenious and Determined to join our team. 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 proud of our #PennineCarePeople and do everything we can to make sure we're a great place to work.
Opportunity for those with lived experience
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.
Benefits
* 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.
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