Senior Administrator- Medical Secretary

Transformation Unit; Tees Valley; Hybride; GBP 28 000 - 31 000; Plein temps

Résumé du poste

Tees, Esk and Wear Valleys NHS Trust is seeking a Band 4 Senior Administrator- Medical Secretary to support Birch Ward/Eating Disorders at West Park Hospital, Darlington. You will provide a full secretarial service to consultants and medical staff within a multidisciplinary team.

The role requires admin experience, advanced typing, diary management and effective communication with patients, families and clinicians. Right to work in the UK is essential.

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)

Responsabilités

• You will resolve problems which may be received directly from service users, family or carers or referred by members of the administration team.
• Interact compassionately with service users and carers; handle enquiries in person or over the telephone.
• Provide a full range of personal assistant duties for medical staff including diary management and coordinating meetings.
• Coordinate meetings and related duties; manage e-mails and post; arrange travel and accommodation as required.
• Act as first point of contact for managers and healthcare professionals; cross-cover for team secretaries as needed.

Formation

BTEC Diploma/Level 3 Diploma in Leadership & Management

IT Qualification

Literacy & numeracy Level 2

Description du poste

Main area Administration Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday-Friday between the hours of 08:30-17:00) Job ref 346-DDA-108-26-C

Employer Tees, Esk and Wear Valleys NHS Trust Employer type NHS Site Birch Ward Town Darlington Salary £28,392 - £31,157 per annum Salary period Yearly Closing 18/11/2026 23:59

Senior Administrator- Medical Secretary

Band 4

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.

From education and prevention, to crisis and specialist care —our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.

We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.

We’re committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.

We won’t rest until everyone in our region has the mental health care they need, to lead their best possible life.

Job overview

An exciting opportunity has arisen for a Band 4 Senior Administrator- Medical Secretary to support Birch Ward/Eating Disorders in patients at West Park Hospital, Darlington

Your role will consist of being responsible for ensuring the provision of a full secretarial service to consultants, junior medical staff, advanced practitioners, and other staff within the multi-disciplinary team.

To undertake non routine activities which may be delegated by line manager, consultant staff or other members of the multi-disciplinary team.

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.

Main duties of the job

You will resolve problems which may be received directly from service users, family or carers or referred by members of the administration team. To always interact compassionately with service users and carers. Service users have a range of mental health conditions or learning disabilities.

The post holder will complete secretarial duties for the medical team such as meeting minutes, big hand, diary co-ordination, setting up meetings and dictation and will be the first point of contact for service users, family and carers dealing with a range of enquiries or concerns in person or over the telephone. This may involve arranging for an interpreter.

You will provide a full range of personal assistant duties for medical staff including triaging of e-mails and post, administering annual leave and study leave applications, booking attendance at training events and conferences and liaising with designated staff to ensure accommodation and travel is booked as required.

The successful applicant will be the first point of contact for managers, general practitioners and other healthcare professionals within and external to the Trust, dealing with a range of enquiries, queries or concerns on behalf of consultants and medical team, to support them in communications with all groups or individuals involved in the service.

Cross cover for team secretaries and medical secretaries’ absence will be required.

Working for our organisation

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.

From education and prevention, to crisis and specialist care —our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.

We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.

We’re committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.

We won’t rest until everyone in our region has the mental health care they need, to lead their best possible life.

Detailed job description and main responsibilities

Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.

Previous applicants need not apply.

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.

Right to Work in the UK

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self‑assess the likelihood of obtaining a Certificate of Sponsorship here Browse: Work in the UK - GOV.UK (www.gov.uk) .

Please provide full and accurate details of your current immigration status on the application form. Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here Criminal records checks for overseas applicants - GOV.UK (www.gov.uk) . Your current immigration status will not be considered as part of the shortlisting or interview process.

Please note that not everyone needs a ‘Skilled Worker’ visa. If you are applying for a vacancy in health or adult social care, you may be eligible to apply for the Health and Care Worker visa instead, subject to role meeting the required conditions.

Please note: if the job you are applying for does not meet the eligibility criteria above, we will be unable to offer you sponsorship and you will need to explore whether you may be eligible to apply for an alternative immigration route which will secure your Right to Work in the UK before you apply. If you are in the UK already on a visa, please ensure you have no restrictions that would prevent you from taking this post.

AI in Recruitment

We are aware that Artificial Intelligence (AI) technology is increasingly being used to generate responses for application forms. Applications for this role should be written by the applicant and if, during shortlisting, a Recruiting Manager believes AI has been used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.

Employment History

When completing your application form, please ensure that you include your full employment history, in chronological order with your most recent job/employment at the top. Failure to complete your employment history in full could result in your application being rejected.

Fixed Term Posts/Secondments

If the contract type on the vacancy states 'Fixed Term' this would mean the vacancy is being advertised to address a temporary need for the duration stipulated on the advert, however, in the event that permanent funding is secured for the post the successful applicant will be confirmed in post on a permanent basis.

Internal applicants must ensure that prior to applying they have agreement from their current line manager that they can be released on a secondment basis.

Support with applications

We have computers facilities available in our libraries (Durham, Middlesbrough, and Darlington) to support applicants. If you would like to access to a laptop for your application, please contact the library team to arrange a time to visit, please email: [e-mail] . We will always endeavour to make this available however we cannot guarantee that we will be able accommodate this before the vacancy closes.

Trust Welcome Day

Here at Tees, Esk and Wear Valley Foundation NHS Trust, we want you to have a positive experience when you start your new role with us. We run a monthly face to face Trust Welcome Day and where possible, this will be your first day of employment. However, if this date is not possible, you will be required to attend a Trust Welcome Day within 4 weeks of your start date.

Applying for this post

We are an equal opportunities employer and welcome applications from individuals who have experience of mental ill health or learning disabilities. Our service users and carers tell us our staff should be consistently concerned with maintaining and improving care with pride, empathy and compassion.

Additional Information

Tees, Esk and Wear Valleys NHS Foundation Trust is committed to the protection of staff, service users and visitors to the Trust from second hand smoke and currently operates a no smoking policy which ensures all buildings and grounds are smoke free.

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.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.