Administrator- Medical Secretary

Mental Health & Learning Disability Nhs Trust; York and North Yorkshire; On-site; GBP 20,000 - 25,000; Part time

Job summary

A regional health service provider is seeking a part-time medical secretary to join their team in York. This role involves providing critical administrative support within a multidisciplinary team, ensuring effective communication and organization. Ideal candidates will possess relevant qualifications and experience, particularly in multitasking and customer service within a healthcare environment.

Qualifications

• Experience in an administrative environment with digital audio typing.
• Ability to manage diaries and organize meetings effectively.
• Understanding of confidentiality and data protection.

Responsibilities

• Provide comprehensive admin support to the consultant and medical team.
• Coordinate meetings and maintain filing systems.
• Support the delivery of quality improvement initiatives.

Skills

Excellent customer service

Multitasking

Communication skills

Leadership

Education

BTEC Diploma/Level 3 Diploma in Leadership and Management

IT Qualification

Literacy and numeracy Level 2

Tools

Microsoft Office

Job description

A fantastic part time (15 hours) opportunity has arisen for a self‑motivated and experienced medical secretary to join our friendly team at the North Yorkshire and York Eating Disorder Service for children and young people. The position will be based at Orca House, York. The team provides specialist health services to Children and Young People. The working hours will be Monday and Tuesdays 9am‑5pm. As an essential part of the team, you will be based in the office and supported by our existing welcoming team secretaries and working opposite days to our other medical secretary to work closely with the consultants, junior medical staff and advanced practitioners to support us in delivering our Trust mission of co‑creating a great experience for our patients, carers, and families. This is an exciting opportunity to work within this very proactive friendly team by working collaboratively and contributing to the Multi‑Disciplinary Team to support continual improvement and developments. You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.

Main duties of the job

We are first and foremost looking for a colleague with a passion for helping people who believes in delivering excellent customer service, who has a keen interest in learning and working in a health care setting with a ’can do’ attitude. This role is at the heart of the multi‑disciplinary team which means you will work closely with nurses, consultants, junior doctors, psychologists, and management to ensure that they have everything admin‑wise they need to provide the best possible care to our patients. We are looking for someone who is comfortable multitasking in a busy environment, who is confident offering supervisory support to other admin staff. Someone who can communicate confidently, build strong working relationships with a variety of people, who can prioritise their workload and who is genuinely interested in understanding and supporting the challenges that mental health care provides. Your main duties will be to provide comprehensive admin support to the consultant and medical team, which will include digital dictation or copy‑typing of patient letters, providing diary management, minute‑taking and recording confidential and sensitive information on Trust systems accurately and timely.

Qualifications

• BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
• IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
• Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)

Experience Essential

• Implementing and maintaining systems and processes within an administration team
• Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
• Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information
• Co‑ordinating meetings and associated duties.
• Extracting data and report preparation.
• Participation in service and quality improvement initiatives.
• Advanced typing skills and inputting data accurately and efficiency, Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines.
• A sound understanding of quality improvement initiatives.
• Organising and completing demands and workloads meeting deadlines using delegation where necessary.
• Problem solving for an area of work or developing alternative or additional procedures.

Person Specification Qualifications Essential

• BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
• IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
• Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)

Experience Essential

• Implementing and maintaining systems and processes within an administration team
• Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
• Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information
• Co‑ordinating meetings and associated duties.
• Extracting data and report preparation.
• Participation in service and quality improvement initiatives.
• Advanced typing skills and inputting data accurately and efficiency, Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines.
• A sound understanding of quality improvement initiatives.Organising and completing demands and workloads meeting deadlines using delegation where necessary.
• Problem solving for an area of work or developing alternative or additional procedures.

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby. From education and prevention, to crisis and specialist care – our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for. We nurture the recovery journey of anyone in need of our help. In our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health. We're committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it. We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.