Job Summary
Working pattern: Part time
Hours: Monday, Tuesday, Thursday & Friday, 9:30-14:30
Wednesday: Non working day (NWD)
The Ward Medical Secretary plays a vital role in supporting the smooth and efficient running of a busy inpatient Mental Health Unit. Working closely with ward consultants, junior doctors, the wider multidisciplinary team, and administrative colleagues, the postholder will provide high‑quality, confidential administrative and clerical support to ensure the delivery of safe, effective patient care.
This role involves managing clinical correspondence, maintaining accurate patient records, coordinating consultant activity, and supporting the flow of information across the ward. The postholder will act as a key point of contact for internal and external enquiries, ensuring that communication is timely, professional, and aligned with service priorities. They will also support the ward with tasks such as appointment coordination, minute taking, updating clinical systems, and preparing documentation required for ward rounds, meetings, and patient reviews.
As part of the administrative team, the Ward Medical Secretary will contribute to the wider functioning of the service, including supporting the medical student intake and offering cover for the Ward Administrator when required. The role requires excellent organisational skills, the ability to prioritise competing demands, and a calm, proactive approach within a fast‑paced clinical environment.
Note: At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, we are unable to sponsor anyone for a skilled worker visa for this role.
About Us
We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative. Our mission is to help people reach their potential and live well in their communities. We employ staff in both clinical and non‑clinical services who work hard to make a difference to the lives of service users, families and carers.
We encourage and welcome applications from all protected characteristic groups; we value diversity and want our workforce to be reflective of our communities.
Being a foundation Trust means we're accountable to our members, who can have a say in how we're run. Around 14,300 local people (including staff) are members of our Trust.
Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.
We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expect all colleagues and volunteers to share this commitment.
We reserve the right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Details
* Date posted: 16 February 2026
* Pay scheme: Agenda for change
* Band: 3
* Salary: £24,937 to £26,598 a year Pro Rata
* Contract: Permanent
* Working pattern: Part-time, Flexible working
* Reference number: C9378-CK2400A
* Job location: Priestley Unit, Dewsbury and District Hospital, Halifax Road, Dewsbury, WF13 4HS
Job Description
Key Responsibilities:
* Provide comprehensive administrative support to consultants, junior doctors, and the wider multidisciplinary team on the inpatient Mental Health Unit.
* Manage clinical correspondence, including typing, audio typing, formatting, and distributing letters, reports, discharge summaries, and other documentation within agreed timescales.
* Maintain accurate and up‑to‑date patient records on electronic clinical systems, ensuring all information is entered promptly and in line with confidentiality and data protection standards.
* Coordinate consultant activity, including scheduling meetings, supporting ward rounds, preparing documentation, and ensuring clinicians have the information they need for patient reviews.
* Act as a key point of contact for internal and external enquiries, responding professionally and directing queries to the appropriate team member or service.
* Support the ward with tasks such as appointment coordination, minute taking, updating clinical systems, and preparing documentation required for ward rounds, meetings, and patient reviews.
* Assist the administrative team by supporting the medical student intake and offering cover for the Ward Administrator when required.
Additional duties include:
* Word processing of correspondence, reports and other documents accurately via copy or audio from medics, including tribunal reports and medical care plans.
* Taking and transcribing minutes.
* Handling telephone calls/messages.
* Arranging, re‑arranging and cancelling clinical appointments.
* Photocopying, filing, scanning.
* Receiving visitors.
* Monitoring and maintaining department stationery supplies.
* Reporting faults and mail handling.
* Arranging meetings, hospitality, venues, distributing agenda/notes.
* Managing diaries.
* Creating and maintaining spreadsheets and implementing policies/procedures.
* Demonstrating duties to new starters and providing cover for other members of the team.
We expect the postholder to deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Line Manager/Admin Supervisor in a timely and proactive manner. The role requires proactive positive contribution to business outcomes, fostering an open, welcoming, person‑centred culture for service users, and seeking and supporting feedback for service improvement.
Person Specification
Special Knowledge & Skills
* Good written communication skills, ability to prepare routine written correspondence.
* Good verbal communication skills, ability to obtain information and convey comprehensive confidential messages.
* Knowledge of the Data Protection Act.
* Customer care skills.
* Good interpersonal skills.
* Diversity and cultural understanding.
* Resilience to pressure and exposure to emotional, distressing situations.
* Non‑judgemental, empathetic manner.
* Observation skills to identify potential risks and act appropriately.
* Demonstration of Trust Values.
* Ability to fulfil the Trust value‑based induction.
Qualifications
* Essential: NVQ Level 3 or RSA III or OCR III (or equivalent level of qualification in related subject e.g. business administration, typing/word processing, customer services) OR demonstration of competency at Level 3.
* Desirable: Willingness to undertake further study/development.
Experience
* Recent secretarial/administrative experience.
* Copy / audio typing experience.
* Note/minute taking.
* Use of email, maintaining and updating paper and electronic diaries, arranging meetings.
* Proficiency in Microsoft Word and other Microsoft applications, e.g. Excel, Outlook, PowerPoint.
* Effective team member with minimum supervision.
* Experience working in a busy environment with competing demands.
* Understanding of maintaining strict confidentiality.
* Use of a degree of initiative.
* Organising and prioritising own tasks to meet deadlines.
* Desirable: Experience in a caring environment, dealing with the public, NHS software programme, leadership skills, customer care skills, excellent IT skills.
Training
* Willing and able to undertake all appropriate Trust mandatory training and subsequent refresher training relevant to the area.
* Willing and able to undergo job development training and maintain skills.
Physical Attributes
* A satisfactory sickness record over the previous 2 years (subject to fairness and equality of opportunity).
* Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
Personal Attributes
* Flexible to meet the demands of the post.
* Responsive attitude and approach.
* Appropriate dress for the environment.
* Ability to travel around the Trust as appropriate to role.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a Disclosure and Barring Service check will be required.
Employer details
South West Yorkshire Partnership NHS Trust
Priestley Unit, Dewsbury and District Hospital
Halifax Road
Dewsbury, WF13 4HS
Website: https://www.southwestyorkshire.nhs.uk
Additional Notes
All employees are strongly encouraged to keep their flu vaccination up to date to protect staff and patients.
We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over‑reliance on AI‑generated content is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.
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