We are looking for a highly organised, proactive Medical Secretary/Administrator and experienced minute taker to provide exceptional administrative and secretarial support to a designated clinician and ward team. In this pivotal role, you will ensure seamless day-to-day operations while contributing to the delivery of high-quality care in a fast-paced healthcare environment. The ideal candidate will be experienced at delivering results with professionalism, efficiency, and attention to detail.
Hours: 9am to 5pm, Monday to Friday
Benefits:
Annual Leave: 28 days including bank holidays
Blue Light Card (High Street discounts for many large brands).
Access to our ‘Refer a Friend’ scheme to earn up to £1000.
In-house training and development.
Access to career progression throughout the group.
Employer pension contribution.
Fully funded DBS.
Essential Skills & Experience:
- Proven experience of minute taking is essential
- Experience in an secretarial/administrative role (preferably within healthcare)
- Educated to GCSE level (or equivalent) to Grade C level (or above) in English Language
- Advanced IT skills, with strong proficiency in Microsoft Office and experience of managing databases.
- Ability to work independently while contributing effectively to a collaborative team environment.
- Demonstrated resilience under pressure, with the ability to adapt quickly to changing priorities.
- Exceptional organisational, interpersonal, and time management skills.
- Proven ability to juggle competing deadlines and prioritize effectively.
Key Responsibilities:
- Meeting Support: Accurately record and transcribe minutes during key meetings, such as HR investigations, clinical governance sessions, and other high-level discussions.
- First Point of Contact: Serve as the primary liaison for the clinician, managing and screening all incoming calls, scheduling appointments, and handling referrals to other healthcare providers with efficiency and discretion.
- Records System Management: Develop, maintain, and streamline filing and retrieval systems for patient records, meeting notes, and critical documentation to ensure rapid access and comprehensive historical records.
- Data Protection & Confidentiality: Uphold stringent confidentiality standards, safeguarding patient information and adhering to all relevant data protection protocols.
- Team Collaboration: Collaborate with other secretarial and administrative staff to ensure smooth communication across the team and provide coverage during absences as needed.
- Front Desk Support: Occasionally assist with front-of-house duties, delivering a warm, professional experience for patients and visitors.
- Inventory Oversight: Monitor and manage office supplies, from placing orders to verifying deliveries, while anticipating the needs of the department.
- Workload Prioritisation: Effectively organize and prioritize your tasks to meet deadlines, supporting both individual and team objectives.
Desirable Qualifications & Experience:
- Previous experience working in the Mental Health sector.
- Prior role as a Medical Secretary or Ward Administrator.
- Familiarity with medical or mental health terminology and healthcare information management practices.
- Experience in data collation for auditing and compliance purposes.