Senior Administrator - Medical Secretary

Tewv; Scarborough; Hybrid; GBP 28,000 - 31,000; Part time

Job summary

Tees Esk and Wear Valleys NHS Foundation Trust in Scarborough is seeking a Senior Administrator/Medical Secretary for Cross Lane Hospital on a part-time basis (0.6WTE, 22.5 hours per week). The role supports the multi-disciplinary team in a busy mental health service, with duties including diary management, dictation, and letter production, while maintaining patient confidentiality and accurate records.

The successful candidate will have relevant admin experience in healthcare, IT skills, and

Qualifications

• BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3).
• IT Qualification (i.e. ECDL, RSA, NVQ in Business Administration) OR equivalent knowledge.
• Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C+).

Responsibilities

• Duties include comprehensive, proactive and reactive diary management for the Consultant and medical team; processing of digital dictation and production of patient letters; minute taking; accurate and timely record keeping (confidential, sensitive and legal information) on Trust patient management systems.
• Lead, supervise and train admin staff; coordinate meetings and duties; extract data and prepare reports; participate in quality improvement initiatives.
• Provide supervisory support and build strong working relationships with clinicians and colleagues in a fast-paced environment.

Skills

Multi-tasking

Diary management

Customer service

Education

BTEC Diploma/Level 3 Diploma in Leadership and Management

IT Qualification (ECDL/RSA/NVQ)

Literacy and numeracy Level 2

Tools

Microsoft Office

Digital dictation

Job description

Go back Tees Esk and Wear Valleys NHS Foundation Trust

Senior Administrator - Medical Secretary

The closing date is 01 October 2026

You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.

We are looking for a dedicated and experienced Administrator to join our busy and friendly working age Adult Mental Health team, at Cross Lane Hospital in Scarborough.

This is a part-time (0.6WTE, 22.5hrs per week) Senior Administrator/Medical Secretary post.

It could be a perfect opportunity for you to develop your understanding of administrative practice in a healthcare environment and work with a team who value compassion, commitment and efficacy.

As a member of the team, you will work in a shared office, alongside other administrators, close to medical and clinical colleagues. This role is responsive to the needs of the inpatient service and no two days are the same. If you are an individual with previous experience working as a Medical Secretary or Personal Assistant or Healthcare Team Administrator, are confident in using computers and information systems as part of your day-to-day work, thrive in a busy and dynamic setting, and are keen to join a team striving to make a real difference, then we are looking for you.

We are first and foremost looking for a colleague with a passion for helping people; someone who believes in delivering excellent customer service, who has a keen interest in learning and working in a health care setting and has a 'can do' attitude.

Main duties of the job

Cross Lane is an acute mental health hospital providing services and delivering care to the population of Scarborough and surrounding areas. This facility is situated on the north side of Scarborough town centre, benefits from free on‑site parking and is easily accessible by car, bus and bicycle.

About us

With a starting salary of £28,392 per annum, a generous NHS pension scheme, a fantastic annual leave package (27 days annual leave plus bank holidays) and access to other NHS staff benefits and discounts, it is fair to say that this job has a lot to offer. And, it's not just the NHS pay scale and benefits that we offer that make joining our organisation an excellent choice, there are many training and development opportunities available, giving you the opportunity for career progression.

All staff have regular 1-2-1s, quarterly supervision meetings and an annual appraisal, which provides lots of opportunity for discussion around achievements, challenges and aspirations.

Staff recognition is very important to us; we work closely with colleagues from across the Trust to support development, the staff voice, and to recognise teams and individuals through our Greatix and Star Award schemes; highlighting the outstanding work being done every day.

We recognise that Administrators are professionals and an asset to our organisation. We understand that they have a key role in the support and delivery of our services and that their contribution helps us in achieving our aim of consistently providing safe and high-quality care for our service users. The kind of care we would want for ourselves and for our loved ones.

Job responsibilities

This role is at the heart of the multi-disciplinary team made up of occupational therapists, nurses, doctors, psychologists, and management. This role helps to enable these clinicians in providing the best possible care to our patients. The successful candidate will be able to evidence that they are: comfortable multi-tasking in a busy environment, confident offering supervisory support to other admin staff, able to communicate confidently and build strong working relationships with a variety of people, able to prioritise the workload and have a genuine interest in understanding and supporting the challenges that mental health care provides.

Duties will include comprehensive, pro‑active and re‑active diary management for the Consultant and medical team; processing of digital dictation and production of patient letters; minute taking; accurate and timely record keeping (confidential, sensitive and legal information) on Trust patient management systems.

Person Specification

Qualifications

• BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
• IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
• Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9).

Experience

• Implementing and maintaining systems and processes within an administration team.
• Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
• Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
• Co‑ordinating meetings and associated duties.
• Extracting data and report preparation.
• Participation in service and quality improvement initiatives.
• Advanced typing skills and inputting data accurately and efficiency.

Knowledge

• Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines.
• A sound understanding of quality improvement initiatives.
• Organising and completing demands and workloads meeting deadlines using delegation where necessary.
• Problem solving for an area of work or developing alternative or additional procedures

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.

Tees Esk and Wear Valleys NHS Foundation Trust

£28,392 to £31,157 a yearpro rata, per annum