Overview
An exciting opportunity has arisen for a Medical Secretary in Chelmsford. This opportunity is with Essex Partnership University NHS Foundation Trust (EPUT), based in the Basildon area. The Medical Secretary will provide comprehensive secretarial and administrative support to the Consultant and clinical team, and will be the first point of contact for patients, doctors and staff throughout the Trust.
This position requires excellent communication skills, dedication to exceptional patient care and service, and the ability to work in a busy environment and represent the team and department with professionalism. A vacancy has arisen for a Medical Secretary in the Mental Health Team for Mid Essex. We are looking for an enthusiastic and motivated person who is flexible and has excellent secretarial and communication skills. The ability to work unsupervised and under pressure and to deal sympathetically with patients and relatives of people with mental health problems is essential. Medical Secretaries are an important part of the team and sit on the front line with patients and their families. They provide a vital link for staff, patients, relatives and outside agencies as required.
Responsibilities
* Provide comprehensive secretarial and administrative support to the Consultant and their team.
* Produce documents such as clinic letters and discharge summaries, clinician’s reports, general correspondence, minutes and presentations using audio, shorthand or copy typing as required. Manage sustained concentration for medical terminology, dictations and diverse accents; expect frequent interruptions requiring urgent/immediate response.
* Process case-notes of patients discharged from clinical caseloads; follow through on ongoing care plans; allocate notes to relevant clinician; ensure standard letters are completed and supplementary letters/actions are addressed as appropriate.
* Arrange follow up appointments or referrals to other specialties as necessary; ensure discharge summaries and time‑sensitive information are dictated and typed within designated time limits.
* Manage and prioritise own workload under pressure with minimal supervision; respond quickly to urgent situations to coordinate an excellent service for patients, carers, health professionals and other bodies.
* Establish and maintain excellent communication with medical/professional staff and external doctors involved in patient care.
* Provide effective telephone support for patients with neuro-developmental and neuro-disability health conditions; act as first point of contact, demonstrating patience, understanding and sensitivity.
* Relay clinical information to patients, carers, GPs and the clinical team accurately and in a timely manner; relay clinical advice to patients and carers as instructed by the Consultant.
* Maintain the Consultant's diary, arrange meetings, bookings, agendas and papers; coordinate and ensure necessary details are available to Consultants and Specialty Doctors.
* Assist with training programmes/conferences and ensure practical arrangements are in place for events to run smoothly.
* Support the Consultant in specialist activities (academic, research, conferences, service development, investigations, complaints handling) to provide a smooth and professional service in line with Trust policies.
* Record new patient referrals and process information within Trust guidelines; act as minute secretary at meetings when required and follow up on actions.
* Coordinate with Reception Administrators for appointments and liaise with diagnostic services for investigations; arrange investigation appointments and ensure results are communicated to the Consultant as appropriate.
* Coordinate actions for patients requiring admission; work with the clinical support team to deliver comprehensive administration; provide advice and demonstrate activities to new or less experienced staff.
* Maintain confidentiality and comply with GDPR and related policies; maintain knowledge of clinical risk and, in the absence of the Consultant, signpost patients in crisis to appropriate services and professionals.
* Maintain knowledge of the electronic patient records system used in the team and participate in updating records as needed; provide secretarial cover for other Consultant teams as necessary.
* Process annual and study leave applications; submit invoices for Consultants’ expenses; respond to post/email/telephone enquiries promptly and efficiently; manage filing and records systems; ensure documents are accessible and properly indexed.
* Access and use NHS and Trust information systems to retrieve patient care information; maintain stocks of stationery; maintain and coordinate office equipment and report problems to IT/repair services.
* Assist with data collection and provide day-to-day support to new and temporary staff; assist in induction of trainee doctors with templates, letters and programme materials.
* Ensure doctors have personal safety alarms, Dictaphone, bleeps and keys during induction; maintain an up-to-date log for changes in team personnel.
* Be aware of performance indicators (patient choice, waiting times, Was Not Bought) to meet government/star rating targets; adhere to equal opportunities principles; report health and safety issues or fire hazards and comply with GDPR.
Benefits
* 27 days holiday, plus bank holidays, rising to 33 days after 10 years’ service.
* Excellent pension contribution up to 14.5% of pensionable pay.
* Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
* £8K relocation package if you move to Essex to join us.
* Season ticket loans are interest-free for travel to and from work.
Note: This advert closes on Friday 31 Oct 2025.
#J-18808-Ljbffr