Medical Secretary

Pennine Care NHS Foundation Trust; Stalybridge; On-site; GBP 26,000 - 30,000; Part time

Job summary

The Pennine Care NHS Foundation Trust is seeking a Medical Secretary for a 12-month part-time position at Tameside General Hospital. This role involves providing essential secretarial and administrative support, managing workloads, and maintaining high standards of confidentiality. Ideal candidates will be able to work independently and have previous NHS experience, alongside necessary qualifications.

Benefits

Generous annual leave entitlement

Flexible working opportunities

Access to Continued Professional Development

Health and Wellbeing activities

Staff discounts across retail

Qualifications

• Previous NHS experience preferred.
• Experience in administration and supervisory role required.

Responsibilities

• Provide personal secretarial assistance to the Consultant Psychiatrist.
• Manage diaries of medical team members.
• Prepare agendas and take minutes of meetings.

Skills

Excellent written communication

Excellent verbal communication

Organizational skills

Interpersonal skills

Analytical approach

Education

Educated to GCSE level or equivalent

ECDL training or equivalent

AMSPAR qualification or equivalent experience

NVQ Level 4 qualification

Job description

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This post is only open to internal applicants.

Medical Secretary

NHS AfC: Band 4

Main area Administration Grade NHS AfC: Band 4 Contract Secondment: 12 months Hours Part time - 30 hours per week Job ref 311-F800-25

Site Tameside General Hospital Town ashton under lyne Salary £26,530 - £29,114 pa Salary period Yearly Closing 24/06/2025 23:59

If you are Kind, Fair, Ingenious and Determined then we want you to come and join our#PennineCarePeople

Tatton Unit is a 16 bed low secure unit, opened in 2013, located at Tameside General Hospital in Ashton.

The unit provides care and treatment for men aged 18 - 65 years. Tatton Unit provides care and support for people who have serious enduring mental health problems, such as paranoid schizophrenia.

The unit was established to provide step down care for men who no longer require a medium secure unit but who require a longer period of recovery before being discharged.

The successful candidate will provide maternity leave cover, coordinating secretarial and administrative support to the unit. The post holder will be expected to manage their own workload with the Consultant and supporting medical team.

The post holder must be flexible and use their initiative to organise their workload, dependent on priorities and requirements at that time.

Main duties of the job

To provide personal secretarial assistance to the Consultant Psychiatrist and their medical team.

Able to work unsupervised and manage own workload, exercising the highest standard of confidentiality, using independent judgement and initiative, based on acquired knowledge and experience, demonstrating influence and composure when working under pressure and to strict guidelines.

Prepare agendas, assemble meeting papers, take and type minutes of Best Interests. CTM/CPA, Safeguarding, staff meetings as required and follow up actions.

Working for our organisation

We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our#PennineCarePeopleand do everything we can to make sure we’re a great place to work.

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

If you come and work for us we will offer a range of benefits and opportunities, including:

• Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
• Flexible working opportunities to support your work/life balance
• Access to Continued Professional Development
• Involvement in improvement and research activities
• Health and Wellbeing activities and access to an excellent staff wellbeing service
• Access to staff discounts across retail, leisure and travel

Detailed job description and main responsibilities

To provide secretarial assistance to the Consultant Psychiatrist and their Medical team.

Able to work unsupervised and manage own workload, exercising the highest standard of confidentiality using independent judgement and initiative, based on acquired knowledge and experience, demonstrating influence and composure when working under pressure and to strict guidelines.

To manage the diaries of the medical team members and to be responsible for planning and coordinating day to day activities by scheduling meetings, appointments and clinical commitments.

To assist in managing and maintaining the departmental systems ensuring accuracy of all data that supports the delivery of clinical services.

To link in and co-ordinate with other departments and organisations internally to represent PCFT, where appropriate.

Organising assessments with the pathway team

Prepare agendas, assemble meeting papers, take and type minutes of Best Interests meetings, CTM/CPA meetings, Safeguarding meetings and staff meetings as required, including follow up actions.

To draft formal letters and papers on behalf of team members where appropriate.

Audio-typing, copy typing and formatting of letters as appropriate ensuring timescales are met.

Liaising with GPs, patients and their relatives, plus other relevant agencies, e.g. Social Services, Probation, Courts, Prisons, Police Departments, Solicitors etc.

Dealing with telephone enquiries in a diplomatic and sensitive way, following these through with the appropriate member of staff in an appropriate and tactful manner.

Control and maintenance of health records (including archiving) in accordance with the Trust’s Records Managem ent Policy and ensuring all are electronically tracked to the current location.

To be responsible for the maintenance and security of all manual and electronic filing systems.

Exercise independent judgement and initiative when problems arise bytaking appropriate actionto resolve the situation or referring to the appropriate person.

Cooperate fullyin the introduction of new technology andnew methods of working, as appropriate tothework of Medical Secretary, including self- development, to continuously update knowledge of new trends.

To safeguard, at all times, privacy of information relating to patients and staff alike, ensuring that an efficient, courteous service is offered to allservice usersand that confidentiality is strictly maintained.

Audio typing reportsfor First and Second Tier Mental Health Tribunals, Hospital Managers and Ministry of Justice, ensuring that target dates are met.

Audio typing discharge summaries or other relevant clinical letters.

Ensuring that admission / discharge summaries are completed within the target times, bringing to the attention of the consultant any problems arising.

To work as an integral part of the Rehab and High Support Care Hub medical secretariat, providing cover and assistance across the Hub as directed by the Administration Lead/Manager.

To participate in the Rehab and High Support Administration Forum.

To participate in yearly Individual Performance and Development Reviews with related quarterly appraisals, undertaking management supervision and ensuring completion of mandatory training.

Collect, collate, input and extract data into/from NHS systems as directed (NHS Spine, Clinical Systems, SMART, ESR, PARIS)

To provide administrative assistance to the Unit in the absence of the Unit Administrator.

Anyother duties as required by the Trust

Person specification

Education/Qualifications

• Educated to GCSE level or equivalent
• ECDL training or equivalent
• AMSPAR qualification or equivalent experience and knowledge or required terminology
• NVQ Level 4 qualification or equivalent experience/knowledge

Experience

• Previous NHS Experience
• Previous experience in an administration and supervisory role
• Experience of dealing with complex inquiries that requires signposting to services or facilitation of a resolution
• Experience in managing and prioritising own workload effectively
• Experience of liaising with a wide range of of external agencies, e.g. courts/prisons
• Experience of working in a similar clinical area

Knowledge

• Working knowledge of Paris or similar system
• Competent in the use of Microsoft Word, Excel and PowerPoint

Skills and Abilities

• Excellent written and verbal communication skills
• Excellent interpersonal skills
• Able to use own initiative but identify when to seek additional support
• Able to work to deadlines, demonstrating organisational skills
• Able to develop close working relationships with the clinical team and other agencies
• Ability to effectively communicate to staff, service users and carers in a tactful and diplomatic manner
• Ability to keep information in a confidential and secure manner
• Analytical approach

Work Related Circumstances

• Willing to undertake training required to carry out the job.
• To work unsupervised with supervision available

Sponsorship - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship.You can review the list of eligible role and requirements on the government website.

What happens after your application has been received?

You will be informed about the progress of your application following shortlisting via email. Only applicants who clearly demonstrate the criteria listed in the person specification will be shortlisted for interview. Interview invites will be sent out via email.

What happens if I am offered the position after interview?

The hiring manager will make contact with you to verbally offer you the position. The hiring manager will then inform Recruitment of the decision and provide relevant paperwork. You will be sent a formal conditional offer via email.

What pre-employment checks will I need to complete?

By conducting pre-employment checks, the recruitment team will verify that you meet the pre-conditions of the role you have been offered. Pre-employment checks will be carried out according to NHS Employment Check Standards . The checks are:

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to NHS will be required to provide HMRC employment history to cover the most recent three years. This information will used to validate employment history and references as part of pre-employment checks.

If you are offer a position with is and you require sponsorship to support your right to work, we will review your eligibility in line with government guidance . If the role you have been offer is not eligible for sponsorship, and you are not able to evidence your right to work, your conditional offer could be withdrawn.

What happens when pre-employment checks are complete?

Recruitment will liaise with you and the hiring manager to arrange a start date for your new position. You will then be booked on to a Trust Welcome Session and be sent your Pennine Care NHS Terms and Conditions.

Other important information

• We are committed to equality, diversity, and inclusion (EDI) and recognise the importance of ensuring our diverse service user population is reflected within our workforce. Unfortunately, we know that, at present, there is underrepresentation of our communities in our workforce. We welcome applications from people from diverse communities to help us grow, learn, be better and consider brilliant innovation diverse people bring.
• If you would like to be considered under the disability confident scheme, you will be guaranteed an interview if you meet the essential criteria on the person specification for the post.
• If you require reasonable adjustments to our recruitment process please phone us on 0161 716 3181 at the earliest opportunity. We will support you to complete your application.
• Unfortunately we are not able to guarantee the transfer of lease cars, or cover the costs of early termination charges.
• We have a strict policy on unsolicited contact from recruitment agencies. Please do not contact our hiring managers directly.

We reserve the right to close a vacancy earlier than the advertised closing date if a sufficient number of applications have been received. To ensure you application is considered, please submit at the earliest opportunity.

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.

Name johanna baylis Job title Admin Lead/Manager Email address [e-mail] Telephone number 07517579594

If you have problems applying, contact

Address Pennine Care NHS Foundation Trust
225 Old Street
225 Old Street
OL6 7SR
Telephone [phone]