Medical Secretary
The closing date is 27 April 2026. Please be aware that this role is NOT eligible for Sponsorship. If you already work for HPFT on a health and care visa, you will NOT be able to transfer your visa to this role as this role is NOT eligible for Sponsorship.
To provide a comprehensive, professional, effective secretarial and administrative service to the Consultant Psychiatrist and team, who are part of the Mid West Essex Medical Department. The post holder is the first point of reference and as such must display a considerable degree of initiative, possess mature judgement and maintain a calm, friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors.
The post holder will be required to work independently using initiative and applying a high degree of confidentiality to all their work, to undertake non-routine duties without direct supervision, working within broad procedural guidelines and to make non-clinical decisions.
Main duties of the job
* Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the Consultant Psychiatrists and the LD Community Teams.
* Highly skilled and experienced in the full range of secretarial work practices, software programmes and specialised functional terms.
* Highly proficient and expert in compiling and updating patient notes and on the Client Information System, for which the job holder will undertake training.
* Proficient Internet skills to access, search and retrieve data relevant to the job.
* Use touch typing, audio and shorthand skills as necessary in daily work.
* Use knowledge and experience to meet the needs of the Consultant Psychiatrists and the team by completing non-routine tasks on a daily basis.
* Update skills as necessary and attend all required HPFT mandatory training relevant to the post.
* Work unsupervised on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.
* Use agreed guidelines/procedures and developed knowledge, skills and qualifications when working autonomously and managing own work.
* Participate in yearly appraisals with supervisor or line manager.
About us
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission.
Our family of over 4,500 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Job responsibilities
* Give non clinical advice only.
* Be responsible for informing service users of appointments, changes to appointments, cancellations – in person, by telephone or by letter.
* Negotiate agreement and co‑operation from service users, using tact at all times.
* Be the first point of call for service users, using developed communication skills and liaising with others to ensure the best possible care.
* Maintain and be responsible for maintaining equipment used and reporting faults as necessary.
Person Specification
Qualifications
* Educated to Secondary Level with GCSE qualifications or equivalent
* NVQ3/RSA3 or equivalent experience
* Willingness to complete further training and qualification identified as appropriate to the role
* European Computer Driving Licence or equivalent
* Communications skills / Leadership training
Experience
* Extensive experience of working in an office environment.
* Knowledge of secretarial or administrative procedures and systems, some of which are non‑routine and non‑routine activities such as answering queries, progress chasing, task‑related problem solving, acquired through experience.
* Range of work procedures and practices; base level of theoretical knowledge.
* Knowledge and experience to deal with non‑routine issues such as problem solving for an area of work or developing alternative or additional procedure.
* Knowledge of specialist functional / medical/legal terms, organisational policies and procedures.
Skills
* Microsoft Word Packages.
* Proficient in diary management.
* Proficient in email management.
* Maintain a filing system, both paper and computerised systems.
* Manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department.
* Knowledge of administrative systems, admission, patient information systems, hospital departments, clerical / office procedures, data input procedures acquired through on‑the‑job training.
* Calm and efficient when resolving issues.
* Able to use own judgement to find solutions to visitor/staff requests/needs through analytical and problem solving skills.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
Hertfordshire Partnership University NHS Foundation Trust
£29,812 to £32,715 a year, pro rata (Inclusive of 5% HCAS)
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