Clinical Team Secretary

West London; Southall; On-site; GBP 33,000 - 36,000; Full time

Job summary

West London NHS Trust is seeking a Clinical Team Secretary (Band 4) to support multidisciplinary clinical teams at St Bernard's Hospital, Southall. The role requires strong secretarial and administrative skills, minutes taking, and familiarity with RiO or similar patient record systems.

The position is full-time across three posts in the West London Forensic Service, with opportunities to contribute to governance and service delivery within a forensic psychiatric setting.

Qualifications

• GCSE level or higher qualification required.
• RSA or NVQ Level 3 in Management/Administration or equivalent.
• Degree or diploma in Management/Administration or equivalent experience.

Responsibilities

• Provide administrative and secretarial support to multidisciplinary clinical teams.
• Coordinate meetings, manage correspondence and patient records.
• Liaise with external agencies and support Care Programme Approach processes.

Skills

Administrative experience

Secretarial experience

Minutes taking

MS Office

RiO / patient system

NHS experience

Forensic environment knowledge

Education

GCSE level or higher

RSA / NVQ Level 3 in Management/Administration

Degree or diploma in Management/Administration

Tools

RiO

MS Office

Job description

Use the job search to find and apply for roles using keywords or look at the roles listed below.

Site St Bernard's Hospital Town SOUTHALL Salary £33,262 - £36,027 Per Annum Inclusive of HCAS Salary period Yearly Closing 21/10/2026 23:59

West London NHS Trust provides a full range of mental health, community and physical healthcare services for children, adults and older people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow.

We also provide some specialist services that are commissioned regionally, such as our medium secure services; and nationally, such as the Cassel Hospital for people with complex and severe personality disorder and our high secure services at Broadmoor Hospital.

Job overview

Join Our Team: Clinical Team Secretary (Band 4)

We have three full-time Clinical Team Secretary opportunities within the West London Forensic Service at St Bernard's Hospital. There are two vacancies within the Men's Low Secure Service and one vacancy within the Women's Service.

This is a busy and rewarding role providing comprehensive administrative and secretarial support to multidisciplinary clinical teams. You will be responsible for managing correspondence, coordinating meetings, maintaining patient records and supporting the smooth day-to-day operation of the service.

We are looking for organised, proactive and enthusiastic individuals who can work effectively in a fast-paced environment. You should be able to manage competing priorities, communicate confidently with a range of professionals and demonstrate excellent attention to detail.

Ideally, you will have previous experience in a secretarial or administrative role, preferably within a healthcare setting, and experience using RiO or a similar electronic patient record system.

In return, West London NHS Trust offers a supportive working environment, excellent learning and development opportunities, and the chance to make a meaningful contribution to patient care.

If you are looking for a varied role with opportunities to develop your skills and be part of a dedicated team, we would love to hear from you.

Please note: This post is not eligible for sponsorship.

Main duties of the job

As a Clinical Team Secretary, you will provide comprehensive administrative and secretarial support to a multidisciplinary clinical team, helping to ensure the delivery of high-quality patient care within a specialist forensic service.

You will support Consultants, clinicians and senior managers by coordinating meetings, preparing documentation, managing correspondence and maintaining efficient office systems. You will act as a key point of contact for the team, ensuring effective communication and the smooth running of daily activities.

The role involves liaising with external agencies, including courts, solicitors, special hospitals and the prison service, while supporting the Care Programme Approach (CPA) process and maintaining accurate patient documentation.

You will work closely with the Patient Affairs Department to support Mental Health Act processes, including legal detention paperwork, consent to treatment documentation, Mental Health Tribunals and Hospital Managers' Hearings.

You will organise meetings and conferences, take minutes, maintain action logs, support governance processes and assist with enquiries and investigations. You will also ensure filing systems and records are maintained accurately and efficiently.

This is an excellent opportunity for an organised, proactive and motivated individual who enjoys working in a fast-paced environment and making a valuable contribution to patient care and service delivery.

Working for our organisation

West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK.

Our 3,982 staff care for people in hospital and in the community, helping them to recover and go on to lead full and productive lives. We aim to be the best organisation of our kind in the country.

We provide care and treatment for more than 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, delivering services in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units.

Together, we’re committed to promoting hope and wellbeing, working with patients, service users, carers, families and partners across the communities we serve.

We are keen to ensure that our workforce reflects the community it serves, particularly in terms of ethnicity, gender, disability, LGBTQ+ and experience of mental illness.

The West London Forensic Service provides a comprehensive multi-disciplinary assessment, treatment and rehabilitation service for mentally disordered offenders, as well as those with challenging behaviour and specialist rehabilitation needs for men and women.

Detailed job description and main responsibilities

The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached

The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.

Person specification

QUALIFICATIONS

• Educated to GCSE level or higher (grade C or above).
• RSA, NVQ – Level 3 in Management and/or Administration.
• Degree or diploma in Management and/or Administration [or equivalent experience]

EXPERIENCE

• Substantial administrative and secretarial experience
• Significant experience of taking minutes at senior level.
• Demonstrated ability to develop “best practice” administrative systems and structures to support Business Plan.
• Demonstrated ability to sustain initiative and direction under difficult circumstances.
• Experience of working within complex teams.
• Ability to work collaboratively and in partnership with other senior managers and professions.
• Competent in the use of Rio & other patient system
• Administrative and secretarial experience within a forensic psychiatric setting.
• Previous experience within an NHS setting.
• Working within a forensic psychiatric environment.
• Procurement of goods and services for forensic services – knowledge of risk factors.
• Research and audit experience.

KNOWLEDGE

• Highly competent user of MS Office – including Excel and PowerPoint.
• Risk assessment and management.
• Knowledge of the Care Programme Approach process
• Trust’s policies and procedures.
• Knowledge of Clinical Governance processes.
• Knowledge of Mental Health Act 1983.
• Understanding of mental health issues
• Understanding of psychiatric terminology.
• Working knowledge of security related issues within a secure environment

SKILLS

• Full range of administrative and secretarial skills.
• Clear and effective planning and decision making skills.
• Ability to communicate and negotiate effectively with staff at all levels.
• Experience of organising/preparing papers for conferences/training days.
• Ability to work autonomously and on own initiative.

OTHER REQUIREMENTS

• Able to deal with occasional verbal / physical aggression.
• Ability to work under pressure.
• Flexible and Proactive.
• Able to exercise discretion and maintain confidentiality at all times.

As an employee of West London NHS Trust, you have a responsibility to maintain a sound understanding of, and a commitment to uphold the National Health Service values and principles set out in the NHS Constitution.

We reserve the right to close adverts prior to the closing date stated should we receive a high volume of applications.

By applying for this post you are agreeing to West London NHS Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, you will be required to undergo a pre-employment checks which can take between 4-8 weeks . After which your information will also be transferred into the national NHS Electronic Staff Records system (ESR ).

Please ensure you include email addresses for your referees which MUST be at supervisory or managerial capacity covering the last 3 years of employment to date to avoid delay in the recruitment process.

West London NHS Trust is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

We encourage the thoughtful use of technology as a demonstration of strong time management and a commitment to innovation. However, we encourage applicants to personalise their recruitment application to showcase your unique skills and experiences.

While AI-generated content can be a helpful tool, relying solely on generic responses instead of highlighting your own strengths and achievements may impact the success of your application. The success of an application will always be assessed against the essential and desirable criteria for the role, so it is important to ensure that your application and any supporting information clearly demonstrate how you meet these requirements.

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.

At West London NHS Trust, we want you to support you to build a career you can be proud of and this starts before your first day with us. Our people live our values every day as they deliver, manage and work to improve our services to patients, carers, families and other professionals.

We’re committed to making our recruitment process clear and efficient. It’s in everyone’s interest that we get the very best people on board as soon as we can.