Medical Secretary

Nouvita Healthcare Ltd.; Baldock; On-site; GBP 26,000 - 32,000; Full time

Benefits offered by this job

Bupa Cash Plan Health Scheme

Company Pension scheme

Up to 28 days annual leave

Job summary

Baldock Manor, part of the Nouvita Healthcare group, is seeking a Medical Secretary to support a Consultant and ward team. You will manage diaries, records, referrals and dictations to enable clinicians to focus on patient care.

Essentials include office experience, MS Office proficiency, accurate minute-taking, and the ability to stay calm under pressure within a busy hospital setting.

Qualifications

• Experience in an office environment.
• Fully IT literate with MS Office and databases.
• Ability to work independently and in a team.
• Calm under pressure and able to manage demanding workload.
• Touch and audio typing skills; accurate minute-taking.
• Strong verbal and written communication; excellent organisational skills.

Responsibilities

• Screen calls, record messages, schedule appointments and referrals.
• Take minutes during meetings and governance.
• Maintain calendars, diaries and appointments.
• Transcribe dictations and prepare medical reports and summaries.
• Maintain patient records and filing systems.
• Ensure confidentiality under GDPR guidelines.
• Liaise with other secretaries and cover leave when needed.
• Provide front of house cover and manage office supplies.
• Prioritise workload and assist with audits.

Skills

Organised

IT literate

Minute taking

Communication

Calm under pressure

Teamwork

Typing (touch & audio)

Diary & records management

Tools

Microsoft Office

Database systems

Job description

About The Role

Are you an organised, calm administrator looking for a role with real purpose? Baldock Manor is our specialist psychiatric hospital, where our clinical teams support people through some of the most difficult periods of their lives. As Medical Secretary, you will work side by side with a Consultant and ward team as the person who keeps everything running – the diaries, the reports, the records and the referrals – so that clinicians can focus on patient care. It is a varied, fast moving role where no two days look the same, and where your accuracy and discretion genuinely make a difference to patients.

What you will do:

• Represent medical staff by screening incoming telephone calls, recording and transmitting messages, scheduling appointments, arranging referrals to other healthcare providers, scheduling appointments for consultations, tests, scans, etc.
• Take minutes during meetings, HR investigations and clinical governance.
• Maintain calendars and diaries, scheduling appointments, consultations, professional meetings.
• Produce information by transcribing dictations, preparing medical reports and summaries, patient histories, manuscripts and correspondence.
• Provide historical reference by developing and utilising filing and retrieval systems, maintaining patient records, recording meeting discussions.
• Maintains patient confidence and protect operations by keeping information confidential.
• Liaise and maintain close relationships with other secretaries and administrative staff and to cover leave for other secretaries when necessary.
• Provide front of house cover when needed.
• Maintain office supplies inventory by checking stock, anticipating needs, placing and expediting purchase orders and verifying receipt.
• To prioritise and efficiently organise own workload to ensure that all tasks are completed in a timely manner.
• To support with processing and recording of information for regular audits.
• Maintain patient and staff confidentiality in accordance with GDPR guidelines.
• Maintaining quality results by following and enforcing standards.

Essential Skills & Knowledge:

• Experience of working within an office environment
• Fully IT literate, particularly with Microsoft Office programs and database systems
• Ability to work both independently and within a team
• Ability to keep calm under pressure
• Touch and audio typing skills
• Experience in accurate minute-taking
• Excellent verbal and written communication skills
• Excellent organisational/interpersonal and time management skills
• Able to work within a Team
• Able to prioritise workload and manage competing demands

Desirable:

• Previous experience of working within the Mental Health Sector
• Previous experience as a Medical Secretary or Ward Administrator
• Medical Secretary or Administrative qualification – e.g. AMSPAR, NVQ
• Knowledge of medical/mental health terminology and health information practices
• Experience of collating information for auditing

Benefits:

Join us and you will be well looked after. We invest in our people with ongoing training and development, and back that up with a benefits package designed to make life a little easier – from healthcare cover and extra leave on your birthday to free parking on site.

• Bupa Cash Plan Health Scheme
• Company Pension scheme
• Up to 28 days annual leave including bank holidays
• Cycle2Work Scheme
• Blue Light Discount Card eligibility
• Free Parking
• On-going training
• ‘Refer a Friend’ scheme
• Birthday leave following one years employment
• Free hot drinks
• Employee Assistance Programme

Hours:

9am to 5pm, Monday to Friday

About Us

Baldock Manor is rated Good by the CQC, whose most recent report specifically recognised the contribution of our Therapies team. The hospital comprises two older adult acute inpatient wards (male and female), with an accredited female PICU currently dormant and offering real potential for redevelopment which is an unusual service development opportunity for a psychologist building their career.

Nouvita Healthcare is a growing healthcare provider, made up of a hospital, nursing & residential care homes and supported living services and is on a mission to provide personalised and effective care. What stands out in our hospital is the focus on psychology led treatments and the vibrant and inclusive multi-disciplinary team, as well as a collegiate atmosphere which makes working here enjoyable even on the busy days!

Nouvita Healthcare is proud to be an equal opportunity workplace. We are a Disability Confident and Mindful employer, providing support to applicants with mental and/or physical disabilities.