Medical Secretary

All Locations

Baldock

On-site

GBP 28,000 - 36,000

Full time

6 days ago

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Benefits offered by this job

Healthcare cover

Extra leave on your birthday

Free parking on site

Pension scheme

On-going training

Refer a Friend scheme

Job summary

Baldock Manor is seeking an experienced Medical Secretary to lead the office function within our specialist psychiatric hospital. You will supervise the Medical Secretary, support the Consultant and ward, and ensure efficient office operation with strict discretion and accuracy.

You will screen calls, arrange referrals, take minutes, manage calendars, and prepare medical reports and patient histories, while upholding GDPR confidentiality and working closely with administrative staff.

Qualifications

Experience as Medical Secretary or Ward Administrator required.
Ability to supervise and mentor colleagues.
Fully IT literate with MS Office and databases.
Touch typing and accurate minute-taking essential.
Strong communication and organisational skills.
Ability to work independently and under pressure.

Responsibilities

Provide supervision for the Medical Secretary and oversee workload.
Screen calls, record messages, schedule appointments and referrals.
Take minutes during meetings and HR investigations.
Maintain calendars for the Consultant and clinical staff.
Prepare medical reports, histories, and correspondence.
Maintain patient records and confidential information per GDPR.
Liaise with other secretaries and cover for staff as needed.
Provide cover for Mental Health Act Manager and Senior Administrator.

Skills

Supervising

Office administration

Minute taking

IT literacy

Communication skills

GDPR/confidentiality

Education

Administrative qualification (AMSPAR/NVQ)

Tools

Microsoft Office

Database systems

Job description

Are you an experienced medical secretary ready to take the lead? Baldock Manor is our specialist psychiatric hospital, where our clinical teams support people through some of the most difficult periods of their lives. This is a step up for someone who already knows the job inside out - as well as supporting your own Consultant and ward, you will supervise our Medical Secretary, set the standard for how the office runs, and step in to cover our Mental Health Act Manager and Senior Administrator when needed. It is a varied, fast-moving role with genuine scope to shape how things are done, and where your accuracy and discretion make a real difference to patients. If you are the person colleagues turn to when something has to be right, we would love to hear from you!

What you will do:

Provide supervision for the Medical Secretary, overseeing their workload and supporting their development.
Represent medical staff by screening incoming telephone calls, recording and transmitting messages, scheduling appointments, and arranging referrals to other healthcare providers, including consultations, tests and scans.
Take minutes during meetings, HR investigations and clinical governance.
Support the Consultant's clinical time by maintaining calendars and diaries and scheduling appointments, consultations and professional meetings.
Prepare medical reports and summaries, patient histories, manuscripts and correspondence.
Provide historical reference by developing and using filing and retrieval systems, maintaining patient records and recording meeting discussions.
Maintain patient confidence and protect operations by keeping information confidential.
Liaise and maintain close working relationships with other secretaries and administrative staff, and cover leave for other secretaries when necessary.
Provide cover for the Mental Health Act Manager and Senior Administrator when needed.
Provide front of house cover when needed.
Maintain the office supplies inventory by checking stock, anticipating needs, placing and expediting purchase orders and verifying receipt.
Prioritise and efficiently organise your own workload to ensure all tasks are completed in a timely manner, and oversee the workload of the Medical Secretary.
Support the processing and recording of information for regular audits.
Maintain patient and staff confidentiality in accordance with GDPR guidelines.

Requirements

Previous experience as a Medical Secretary or Ward Administrator
Experience of supervising, mentoring or overseeing the work of a colleague
Experience of working within an office environment
Fully IT literate, particularly with Microsoft Office programs and database systems
Touch typing skills
Experience in accurate minute-taking
Ability to work both independently and as part of a team
Ability to keep calm under pressure
Excellent verbal and written communication skills
Excellent organisational, interpersonal and time management skills
Able to prioritise workload and manage competing demands

Desirable

Previous experience of working within the mental health sector
Knowledge of the Mental Health Act and associated administrative processes
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

About Baldock Manor

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.

About Nouvita Healthcare

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!

Benefits and Working Hours

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.