Clinical Team Secretary

NHS; Gamston; On-site; GBP 26,000 - 27,000; Full time

Job summary

Nottinghamshire Healthcare NHS Foundation Trust is seeking a Clinical Team Secretary (Band 3) for the Memory Assessment Service at Lings Bar Hospital, Gamston. The role supports the Clinical Team with efficient secretarial and administrative duties in a busy MAS setting.

Key responsibilities include diary management, report production, and handling referrals and patient records in line with IG procedures. Travel between sites may be required.

Qualifications

• Typing qualification or equivalent.
• Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience.
• RSA 3 or Equivalent.

Responsibilities

• Provide an efficient secretarial/administration/reception support service.
• Produce high quality reports within agreed deadlines as required.
• To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing as well as general administration support services.
• Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking
• To be able to work flexibly and provide cover which may include the requirement to travel to different sites
• To collect and maintain accurate team information with regards to training undertaken, Clinical Supervision and any other database

Skills

Minute taking

Scheduling/ Diary Management

Microsoft Office

NHS experience

Education

Typing qualification or equivalent

NVQ Level 3 in Admin

RSA 3 or Equivalent

Job description

Main area Admin & Clerical Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Mon - Fri 9-5)

Employer Nottinghamshire Healthcare NHS Foundation Trust Employer type NHS Site Lings Bar Hospital Town Gamston Nottinghamshire Salary £25,760 - £27,476 Per annum (pro rata for part time) Salary period Yearly Closing 15/11/2026 23:59

Clinical Team Secretary

Band 3

We fully support the use of AI and other tools to assist in writing your application. However, it's essential that the content, especially your supporting statement, is personalised and factually accurate. Your application should reflect your genuine experiences and qualifications to ensure authenticity and credibility

Job overview

An exciting opportunity has arisen for an enthusiastic individual to join the Admin Team at the Memory Assessment Service (MAS) in the role of Clinical Team Secretary based at Lings Bar Hospital.

As a member of the administration team, you will ensure a high-quality and efficient administration service is provided to the Clinical Team. You will be required to have good written and verbal communication skills, have excellent skills in Microsoft Office packages and have experience of working in a busy office environment.

Main duties of the job

Provide an efficient secretarial/administration/reception support service

Produce high quality reports within agreed deadlines as required

To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing as well as general administration support services. To deal with requests and enquiries and forward them to the relevant team member

Facilitate meetings including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking

To be able to work flexibly and provide cover which may include the requirement to travel to different sites

Working for our organisation

#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.

We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.

We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.

The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.

The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment

Detailed job description and main responsibilities

Booking courses, accommodation and travel requests as and when required

To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.

Responsible for ensuring that accurate work is completed within the time limits and standards set

To work effectively both independently and as a team member

Responsible for own Mandatory Training requirements

To ensure medical records are filed in line with Information Governance procedures

Resolve or signpost queries from patients, carers, internal departments and external agencies as appropriate

To ensure patient referrals are processed and to timely input, update, maintain information and resolve queries on the patient database. To ensure patient’s notes are pulled, requested and tracked in a timely manner in preparation for the clinics and ensure any follow-ups/appointments are actioned

Provide an efficient secretarial/administration/reception support service

Produce high quality reports within agreed deadlines as required

To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing as well as general administration support services To deal with requests and enquiries and forward them to the relevant team member

Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking

To be able to work flexibly and provide cover which may include the requirement to travel to different sites

To collect and maintain accurate team information with regards to training undertaken, Clinical Supervision and any other database

To monitor and order stock and non-stock items as required

To undertake any other duties that would be a reasonable expectation of the role

Person specification

Qualifications

• Typing qualification or equivalent
• Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
• RSA 3 or Equivalent

Experience

• Minute taking experience
• Scheduling/ Diary Management
• Proficient use of Microsoft Office software
• Previous experience of working in an office environment
• Ability to work as an effective team member
• Maintain electronic records/information on computer
• NHS experience

Contractual Requirements

• Ability to travel between venues
• Requirement to complete Mandatory Training

Physical requirements

• Requirement for sitting in a restricted position for a substantial proportion of the working time

Skills

• Good numeracy and literacy skills

Values and Behaviours

• All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion and Teamwork
• All colleagues are expected to demonstrate an understanding of, and commitment to, Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust’s expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation

Additional Information

• We reserve the right to close the post early once we have received a sufficient number of applicants.
• The Trust believes in treating everyone with dignity and respect and encourages applications from all sectors of the community. We guarantee an interview to candidates with disabilities who meet the minimum essential criteria.
• In submitting an application form, you authorise Nottinghamshire Healthcare NHS Foundation Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you. This data will be transferred using NHS Electronic Staff Record and third party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post. Should you require any further information please refer our Privacy Policy shown on the Trust website, please click here for more information.
• For eligible posts, DBS disclosures are mandatory before commencement of employment. If you are in a position that is deemed a regulated adult and/or child care role, you will not be able to start your employment until we have received a satisfactory DBS Disclosure. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Convictions which would otherwise be considered as 'spent' will also be checked as part of an Enhanced DBS Disclosure.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.