Clinical Team Secretary

Navigo Health and Social Care CIC; Grimsby; On-site; GBP 20,000 - 25,000; Full time

Job summary

A health and social care organization in Grimsby is seeking a Clinical Team Secretary for their Neuropsychiatry Team. The role involves key administrative duties including diary management, correspondence preparation, and effective communication with various stakeholders. Ideal candidates will have strong team-working abilities and experience in similar administrative roles, particularly within the NHS environment.

Qualifications

• Educated to GCSE level grade A to C or equivalent including Mathematics and English Language.
• RSA/OCR Grade 3 Typing/Word Processing standard.
• NVQ in Business Administration.

Responsibilities

• Provide an effective and efficient administrative and secretarial support service.
• Type and format correspondence ensuring timescales are met.
• Support the day-to-day diary management of Clinical and Medical Team Members.

Skills

Team Working

Excellent customer service skills

Diary Management

Minute Taking experience

Audio typing experience

Education

GCSE level grade A to C including Mathematics and English Language

RSA/OCR Grade 3 Typing/Word Processing standard

NVQ in Business Administration

Tools

Microsoft 365 packages

Job description

This is an exciting opportunity to join the Older Adults Mental Health Services as a Clinical Team Secretary. This is a new role within the service which will be primarily supporting the Neuropsychiatry Team.

Please note: The earliest start date for this position is 2nd March 2026.

Main duties of the job

This vacancy is a Band 3 Clinical Team Secretary position within the Older Peoples Community Mental Health Services. The post holder will primarily support the Neuropsychiatry Team and the Older Peoples Community Teams with a variety of clerical tasks including organising appointments, diary management, minute taking, scanning, photocopying, word processing and data inputting/extraction on SystmOne. The postholder must therefore be an efficient administrator who is able to work well on their own initiative as well as within the team. It is important they are able to communicate effectively with the team, the wider organisation, Service Users and their families and carers.

About us

We are Navigo. We look after North East Lincolnshire's mental health and well-being, an award-winning social enterprise that provides mental health services to the NHS and beyond.

The whole basis of our work is to deliver services that we would be happy for our own family to use.

We offer a range of mental health services, including acute and community facilities as well as specialist support such as outstanding older adults inpatient services, rehabilitation and recovery community mental health and an outstanding specialist eating disorder facility.

Ranked as one of the top UK companies to work for, we feature in the Best Companies top 100 large company list.

As a social enterprise, we do things a little bit differently and have also developed income‑generating commercially viable businesses that provide training, education and employment opportunities including Grimsby Garden Centre.

Working at Navigo is not like working anywhere else. Lots of places say that, but we really mean it.

We like to work with forward‑thinking people who want to make a difference.

Join us!

Please note: Whilst we value all applications, if we believe an application to be AI‑generated, we will use a checking tool and may reject any application that has been automatically generated.

Should you require any assistance in completing this application due to a disability or other needs please contact [e-mail].

Job responsibilities

Provide a full, effective and efficient administrative and secretarial support service to all staff within the Clinical Team coordinating ad‑hoc daily administration tasks to ensure the effective and efficient running of the service.

Type and format correspondence following Outpatient Appointments and Domiciliary Visits ensuring timescales are met and information is saved accurately on the electronic system.

Support the day‑to‑day diary management of Clinical and Medical Team Members.

Type and format all reports, letters, assessments, reviews, care plans, discharges etc as pertinent to the work of the Team within set timescales ensuring clinical coding as appropriate and accurate saving to the electronic system.

Assist in cover of aspects of the role of the other admin team staff as and when requested/required.

Work within set processes and guidelines to maintain efficient, accurate and confidential record systems.

Assist in overseeing work on a day‑to‑day basis of any bank, temporary and admin support staff bringing any issues to the attention of Admin Team Lead.

Attend and participate in relevant team meetings including Administrative, Clinical and Business Meetings as required.

Deal with telephone enquiries from service users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated.

Co‑ordinate with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.

Work closely with Outpatient Administration staff and provide cover for the running of Community Clinics / Reception duties during annual leave and absences as required.

Offer support to both internal and external clinical meetings including:

• Sourcing and booking of suitable venue
• Invitations/Meeting apology collation for Chair in relation to meeting attendees
• Preparation of Meeting Agendas and dissemination of documentation pre‑meeting
• Taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson/Admin Team Lead/Clinical staff.

Run and edit electronic system reports, updating and checking the quality of data supplied and inputted systematically checking the electronic system error reports and rectify data contained on a monthly basis.

Assist in the collation of up‑to‑date activity and data relevant to the team provision ensuring system data errors are addressed in a timely manner as raised by Quality and Performance Lead/Admin Team Lead.

Contribute and assist in the implementation of new administration procedures, developments and working methods.

Ensure health and safety procedures are adhered to and actioned as necessary, keeping electronic diaries for clinical members of the team, updating and working from as necessary.

Assist as requested in raising purchase orders and stationery ordering as and when required under direction from Management.

Be jointly responsible for stock maintenance and management of all office and administrative supplies.

Attend and participate in Team Development activities and Admin Development Days.

Act on own initiative and raise any relevant concerns he/she considers may jeopardise service delivery and/or care provision.

Maintain confidentiality at all times and comply with the Data Protection Act and Access to Health Records procedures.

Comply with Health and Safety Regulations and work within the policy guidelines of Navigo.

Effectively manage compliance in mandatory training within the guidelines of Navigo.

Maintain an up‑to‑date and proficient working knowledge of Navigo policies, procedures and processes ensuring changes in process and procedures are embedded in working practice.

Involve as requested in new service initiatives and participation in working groups as appropriate and to meet needs of service.

Provide administrative input and perspective to developments within service as appropriate.

Any other reasonable duty in connection with the work of the Team and as required by the organisation.

Person Specification

Knowledge

• Understands the need for confidentiality
• Understanding of client group
• Microsoft 365 packages
• Mental Health Act knowledge

Qualifications

• Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
• RSA/OCR Grade 3 Typing/Word Processing standard
• NVQ in Business Administration

Experience

• Team Working
• Maintaining databases and spreadsheets
• Minute Taking experience
• Typing letters and reports
• Diary Management
• Previous NHS secretarial/ administrative experience and knowledge of hospital administration procedures
• Experience/willingness to undertake training in use of electronic systems
• Experience of working in a team
• Audio typing experience

Additional Criteria

• Ability to communicate at all levels
• Excellent customer service skills with the experience and ability to deal with telephone enquiries from other Agencies, Service Users, their families and carers as well as Mental Health professionals
• Confident and approachable
• Adaptable and flexible in approach to working practice
• Initiative and proactive approach
• Ability to work under pressure
• Active and effective team member
• Willingness to undertake further training as required
• Ability to deal with stressful situations and clients
• Clinical Coding trained

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.