Clinical Team Secretary

NHS; Southall; On-site; GBP 31,000 - 34,000; Full time

Job summary

An NHS trust in West London is seeking a full-time Clinical Team Secretary to provide comprehensive administrative support within a secure unit. Responsibilities include liaising with various stakeholders, maintaining office systems, and ensuring effective communication within the clinical team. The role requires previous experience in similar positions and proficiency in administrative systems. This is a permanent position based at St Bernards Hospital in Southall.

Benefits

Comprehensive training programs

Opportunities for professional development

Qualifications

• Substantial administrative and secretarial experience.
• Significant experience of taking minutes at senior level.
• Ability to develop best practice administrative systems.

Responsibilities

• Provide full administrative and secretarial support to the clinical team.
• Liaise with courts and solicitors regarding patients.
• Set up and maintain effective filing systems.

Skills

Organisational skills

Teamwork

Communication skills

Time management

Education

GCSE level or higher

RSA, NVQ - Level 3 in Management and/or Administration

Degree or diploma in Management and/or Administration

Tools

MS Office (Excel, PowerPoint)

RiO electronic patient record

Job description

Job summary

We currently have a vacancy for a full-time, Band 4 Clinical Team Secretary within the Men's Medium Secure, West London Forensic Service based on the St Bernards Hospital site.

Each post holder would be responsible for the planning, management and delivery of a comprehensive administrative and secretarial service for one or more clinical team(s). They would also be responsible for a range of other administrative duties within the team.

The post holder must be able to work well with the team and on their own initiative with an ability to multitask in order to execute a full range of administrative and secretarial duties.

We are seeking to appoint a confident, organised, proactive and approachable person for this challenging role. The ideal candidate would have previous experience working as a clinical team secretary or similar role and a good working knowledge of RiO, the electronic patient record.

Main duties of the job

To provide full administrative and secretarial support to the clinical team for all inpatients under the consultant's team.

To provide support to directors/senior managers as appropriate.

To liaise with the courts, solicitors, special hospitals and the prison service regarding patients referred or admitted to the WLFS.

To provide full administrative and secretarial support to the Care Programme Approach in accordance with the Trust's CPA Policy as required.

To liaise with the Patients Affairs Department to ensure that all documentation is processed in respect of legal detention of patients on a section of the MHA 1983, consent to treatments and the arrangements for Mental Health Tribunals and Managers' Hearings.

To ensure that the RC is prepared for any meetings, conferences in order to ensure effective participation.

To organise and maintain the RCs office in good order and introduce systems to effect good practice.

To set up and maintain an "Action List" to ensure that all action undertaken by the RC and his/her/their Team(s) is listed and carried out as appropriate.

To attend and take minutes of governance meetings as required.

To support enquiries and investigations.

To organise meetings, conferences as appropriate.

To set up and maintain effective filing systems.

About us

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.

We'rerated good overall by the Care Quality Commission (CQC).

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.

Details Date posted

01 August 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£31,081 to £33,665 a year Per Annum Inclusive of HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

222-SF-437-B

Job locations

St Bernards

SOUTHALL

UB1 3EU

Job description Job responsibilities

For further information on the Job description/ Personal Specification and the vacancy please see attached Candidate pack.

Job description Job responsibilities

For further information on the Job description/ Personal Specification and the vacancy please see attached Candidate pack.

Person Specification QUALIFICATIONS Essential

• oEducated to GCSE level or higher (grade C or above).
• oRSA, NVQ - Level 3 in Management and/or Administration.
• oDegree or diploma in Management and/or Administration [or equivalent experience]

Desirable

• oEDCL

EXPERIENCE Essential

• oSubstantial administrative and secretarial experience
• oSignificant experience of taking minutes at senior level.
• oDemonstrated ability to develop "best practice" administrative systems and structures to support Business Plan.
• oDemonstrated ability to sustain initiative and direction under difficult circumstances.
• oExperience of working within complex teams.
• oAbility to work collaboratively and in partnership with other senior managers and professions.
• oCompetent in the use of Rio

Desirable

• oAdministrative and secretarial experience within a forensic psychiatric setting.
• oPrevious experience within an NHS setting.
• oWorking within a forensic psychiatric environment.
• oProcurement of goods and services for forensic services - knowledge of risk factors.
• oResearch and audit experience.
• oManagement/supervisory experience.

KNOWLEDGE Essential

• oHighly competent user of MS Office - including Excel and PowerPoint.
• oRisk assessment and management.
• oKnowledge and skills framework.
• oCare Programme Approach.
• oTrust's policies and procedures.

Desirable

• oClinical Governance.
• oMental Health Act 1983.
• oUnderstanding of mental health issues.
• oUnderstanding of psychiatric terminology.
• oCare Programme Approach.
• oWorking knowledge of security related issues within a secure environment.
• oThe Mental Health Act

SKILLS Essential

• oClear and effective planning and decision making skills.
• oEffective leadership skills.
• oAble to communicate and negotiate effectively with staff at all levels.
• oAble to present and prepare papers at conferences/training days.
• oFull range of administrative and secretarial skills.
• oAbility to work autonomously and on own initiative.

Desirable

• oExperience of teaching IT skills.

OTHER REQUIREMENTS Essential

• oAble to deal with occasional verbal / physical aggression.
• oAbility to work under pressure.
• oFlexible and Proactive.
• oAble to exercise discretion and maintain confidentiality at all times.
• oAbility to manage staff.

Person Specification QUALIFICATIONS Essential

• oEducated to GCSE level or higher (grade C or above).
• oRSA, NVQ - Level 3 in Management and/or Administration.
• oDegree or diploma in Management and/or Administration [or equivalent experience]

Desirable

• oEDCL

EXPERIENCE Essential

• oSubstantial administrative and secretarial experience
• oSignificant experience of taking minutes at senior level.
• oDemonstrated ability to develop "best practice" administrative systems and structures to support Business Plan.
• oDemonstrated ability to sustain initiative and direction under difficult circumstances.
• oExperience of working within complex teams.
• oAbility to work collaboratively and in partnership with other senior managers and professions.
• oCompetent in the use of Rio

Desirable

• oAdministrative and secretarial experience within a forensic psychiatric setting.
• oPrevious experience within an NHS setting.
• oWorking within a forensic psychiatric environment.
• oProcurement of goods and services for forensic services - knowledge of risk factors.
• oResearch and audit experience.
• oManagement/supervisory experience.

KNOWLEDGE Essential

• oHighly competent user of MS Office - including Excel and PowerPoint.
• oRisk assessment and management.
• oKnowledge and skills framework.
• oCare Programme Approach.
• oTrust's policies and procedures.

Desirable

• oClinical Governance.
• oMental Health Act 1983.
• oUnderstanding of mental health issues.
• oUnderstanding of psychiatric terminology.
• oCare Programme Approach.
• oWorking knowledge of security related issues within a secure environment.
• oThe Mental Health Act

SKILLS Essential

• oClear and effective planning and decision making skills.
• oEffective leadership skills.
• oAble to communicate and negotiate effectively with staff at all levels.
• oAble to present and prepare papers at conferences/training days.
• oFull range of administrative and secretarial skills.
• oAbility to work autonomously and on own initiative.

Desirable

• oExperience of teaching IT skills.

OTHER REQUIREMENTS Essential

• oAble to deal with occasional verbal / physical aggression.
• oAbility to work under pressure.
• oFlexible and Proactive.
• oAble to exercise discretion and maintain confidentiality at all times.
• oAbility to manage staff.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information 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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details Employer name

West London NHS Trust

Address

St Bernards

SOUTHALL

UB1 3EU

Employer's website

https://www.westlondon.nhs.uk (Opens in a new tab)

Employer details Employer name

West London NHS Trust

Address

St Bernards

SOUTHALL

UB1 3EU

Employer's website

https://www.westlondon.nhs.uk (Opens in a new tab)