Medical Secretary

Transformation Unit; Tunbridge Wells; Remote; GBP 24,000 - 32,000; Full time

Job summary

The Kent and Medway Mental Health NHS Trust is seeking a full-time Medical Secretary to support the psychiatry team at Highlands House, Tunbridge Wells. The role focuses on delivering a confidential, responsive administrative service to clinicians and patients.

You will manage diaries, handle correspondence, and support workflow with strong IT skills and attention to detail. A robust emphasis on confidentiality and patient care is essential.

Qualifications

• NVQ level 2 or equivalent standard of literacy and numeracy.
• NVQ level 3 in relevant subject or equivalent level of proven experience.
• RSA Text and Word Processing Level 2.

Responsibilities

• Provide a high quality confidential and comprehensive administrative service.
• Manage the diaries of medical staff
• Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
• Operate bring forward and reminder systems.
• Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
• Utilise advanced level IT skills to create reports and presentations.
• Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.
• Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
• Act as delegated authority for procurement processes, using electronic order and approval systems.
• Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
• Manage Band 3 Administrative staff and temporary workers.

Skills

Excellent communication

Organised

Education

NVQ Level 2

NVQ Level 3

RSA Text and Word Processing Level 2

Tools

Outlook

Word

Excel

PowerPoint

Access

Job description

We are the Kent and Medway Mental Health NHS Trust. We offer a rangeofongoing benefitsto our valued workforce. From an activehealth and wellbeing programme to regular recognition events, we work hard to provide varied benefits that make a difference to your work-life balance.

Here are some clips of our Kent and Medway Mental Health NHS Trust staff, speaking about their role and why they enjoy working for us Would you like to work flexibly?In the NHS, we are reminded every day of how important life is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you.

Speak to us about how we might be able to accommodate a flexible working arrangement.

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Job overview

Tunbridge Wells CYPMHS are seeking a full-time medical secretary to join our psychiatry team based at Highlands House.

We are looking for an organised individual with excellent communication skills and a strong attention to detail to provide a comprehensive secretarial and administrative service to our clinical team.

The successful candidate will play a key role in managing patient referrals and supporting clinical workflows while maintaining the highest standards of confidentiality and patient care.

Main duties of the job

• Provide a high quality confidential and comprehensive administrative service.
• Manage the diaries of medical staff
• Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
• Operate bring forward and reminder systems.
• Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
• Utilise advanced level IT skills to create reports and presentations.
• Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.
• Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
• Act as delegated authority for procurement processes, using electronic order and approval systems.
• Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
• Manage Band 3 Administrative staff and temporary workers.

Working for our organisation

We are Kent and Medway Mental Health NHS Trust. We care for the mental health and wellbeing of people across Kent and Medway.

Our teams support children, young people and adults with a wide range of mental health needs. We also provide specialist services, including all-age eating disorder services and neurodevelopmental assessments for children and young people, such as autism and ADHD.

Because we work across the whole county and across hospital and community settings, we can make care more joined up and easier to access for the people we serve.

Our vision is simple: we are here to help communities not just live with mental illness, but live well. It’s why we’re passionate about working with communities to make mental health care better for everyone. Everything we do is guided by our values: caring, inclusive, curious and confident.

Join us if you share our passion for better mental health care and want to be part of a team that’s working well together.

Detailed job description and main responsibilities

You will provide a responsive and efficient administrative service to meet the needs of the team. The post holder will use their reason, intellect and judgement to work on their own initiative to deal with matters on behalf of their manager.

You will be an effective decision maker, who is able to prioritise own workload whilst responding to interruptions. The post holder will be able to deal with unpredictable work patterns and proactively deal with issues without reference to others.

Please refer to the attached job description for the full details on the responsibilities and person specification

Training, Qualifications and Registration

• NVQ level 2 or equivalent standard of literacy and numeracy
• NVQ level 3 in relevant subject or equivalent level of proven experience
• RSA Text and Word Processing Level 2

Experience

• Handling sensitive and confidential information
• Working in a busy office environment
• Creating and maintaining office systems
• Working in an NHS environment

Knowledge

• NHS Priorities and Issues
• Good working knowledge of IT (Outlook; Word; Excel; Powerpoint; Access)

In cases where we receive a high volume of applications for a post, it may be necessary to bring the closing date forward. Please submit your completed application as early as possible to avoid disappointment.

Due to the high volume of applications received, it is not possible to respond individually to your application. Should you not hear from us within six weeks of the vacancy closing, please assume that your application has not been successful.

Probation Period. New employees external to the trust are subject to a six-month probationary period.

To deliver an effective service it is essential in some of our roles that you are able to travel between work bases in a timely manner.

Production of false or forged documents/qualifications in order to obtain employment is a criminal offence and will be reported to the Police.

Disclosure and Barring Service Check.
Certain roles are subject to criminal record checks called Disclosure and Barring Service (DBS) checks. Therefore, you will be required to submit a completed Disclosure form to the Disclosure and Barring Service.

Kent and Medway Mental Health NHS Trust are signed up to NHS England's Sexual Safety in Health Care Organisational Charter

The trust takes a systematic zero-tolerance approach to tackle any unwanted, inappropriate and/or harmful sexual behaviours within the workplace and in our care provision. We are committed to sexual safety which encompasses prevention, support and decisive action against perpetrators. We are committed to keeping you and our patients safe.

Use of AI when writing job applications

While AI tools can be helpful in generating ideas and drafting initial versions, they should never be the sole source for writing your job application.

AI cannot truly understand the specific job you're applying for or what makes you a good fit. Therefore, it's crucial to personalise any AI-generated content to accurately reflect your skills, experiences, and aspirations.

Relying solely on AI to write your application may result in generic, impersonal, and potentially inaccurate content. Always review and refine any AI-generated text to ensure it effectively communicates your experience, skills, accomplishments, and aspirations, and demonstrates your suitability for the position.

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.