Baldock Manor Rehabilitation Hospital


Salary/Rate: £25,000 (pro rata)
Work Hours: Part time (22.5 hours) 3 days per week
Contract: Permanent
Location: Baldock Manor / Horizon House, Baldock


As a member of the Medical Secretarial Team, to provide smooth and efficient, high quality secretarial and hands-on administrative support function to the Consultant Psychiatrist.

You will provide a consistent service across the week by working collaboratively with other medical secretaries based within the office when required, ensuring efficient diary management of the Consultant Psychiatrists; safe and efficient data management; production of letters and reports with medical vocabulary; providing on site secretarial support to MDT meetings (and especially Individual Care Reviews), CPA and Medical Staff Committee meetings.

The Medical Secretaries are an important part of a team and are very much in the front line with the patients and their families. As such, the post will include exchanging verbal and written information with patients, staff and carers, relating to appointments, admissions and meetings, requiring tact and diplomacy at all times; engaging over the telephone, face to face or in writing.

  • Office experience – working knowledge of Microsoft programmes
  • Experience as a Medical Secretary, within mental health sector
  • Medical Secretary qualification eg AMSPAR, NVQ is desirable
  • Excellent verbal and written communication skills
  • Fully IT literate
  • Excellent organisational/interpersonal and time management skills
  • Able to work in a multidisciplinary team
  • GCSE English
  • Ability to prioritise and adapt to change
  • Knowledge of medical/mental health terminology and health information practices is preferred although not essential
  • Able to manage competing demands
  • Represents medical staff by screening incoming telephone calls, recording and transmitting messages, scheduling appointments, arranging referrals to other healthcare providers, scheduling appointments for consultations, tests, scans etc
  • Ensure physician productivity by maintaining calendars and diaries, scheduling appointments, consultations, professional meetings, conferences, teleconferences, and travel
  • Produces information by transcribing dictation, preparing medical reports and summaries, patient histories, manuscripts and correspondence, planning, organising, coordinating and controlling projects
  • Provides historical reference by developing and utilising filing and retrieval systems, maintaining patient records, recording meeting discussions
  • Secures information by completing database back ups The co-ordination of CPA (Care Programme Approach) duties Maintains patient confidence and protects operation by keeping information confidential
  • Maintains office supplies inventory by checking stock, anticipating needs, placing and expediting purchase orders and verifying receipt Keeps office equipment operating by following operating instructions, troubleshooting breakdowns, maintaining supplies, preventative maintenance, calling for repairs
  • Maintains quality results by following and enforcing standards Serves and protects the health care community by adhering to professional standards, hospital policies and procedures, national and local requirements
  • Updates job knowledge by participating in educational opportunities and reading professional publications
  • Enhances the service by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments
  • To prioritise and efficiently organise own workload on a daily basis to ensure that all tasks are completed in a timely manner
  • To liaise and maintain close working relationships with other secretaries and administrative staff and to cover leave for other secretaries when necessary
  • Undertake other duties commensurate with the grade as requested by the Manager
This job description is intended to be a fair and representative summary of the main duties and responsibilities of the role. As such it is not exhaustive. It will be subject to regular review between the post holder and manager and may be amended to reflect the needs of the service, in line with reasonable requirements of the job, in consultation with the post holder.
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