Senior Medical Secretary

Nouvita Healthcare Ltd.; Baldock; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Bupa Cash Plan Health Scheme

Company Pension scheme

Up to 28 days annual leave including;

Cycle2Work Scheme

Blue Light Discount Card eligibility

Free Parking

On-going training

‘Refer a Friend’ scheme

Birthday leave following one years'

Free hot drinks

Employee Assistance Programme

Job summary

Nouvita Healthcare Ltd. is seeking an experienced Senior Medical Secretary to lead the secretarial team at Baldock Manor.

You will supervise the Medical Secretary, manage calendars, and ensure accurate minute-taking, confidential handling of patient data and smooth office operations. You will support consultants and the ward, cover for Mental Health Act Manager as needed, and liaise with administrative staff to maintain high standards of care.

Qualifications

• Previous experience as a Medical Secretary or Ward Administrator.
• Experience supervising or mentoring colleagues.
• Fully IT literate with Microsoft Office and database systems.
• Touch typing skills for accurate data entry.
• Able to work independently and as part of a team.
• Excellent verbal and written communication skills.

Responsibilities

• Supervise the Medical Secretary and oversee workload.
• Screen calls, schedule appointments, and arrange referrals.
• Take minutes during meetings and investigations.
• Maintain calendars for the Consultant and Ward.
• Prepare medical reports, histories, and correspondence.
• Maintain patient records and confidential information.

Skills

Medical Secretary

Ward Administration

Supervising

IT literate

Touch typing

Minute taking

Calm under pressure

Communication skills

Organisational skills

Education

AMSPAR qualification

NVQ

Tools

Microsoft Office

Database systems

Job description

About The Role

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!

The Senior Medical Secretary provides a smooth, efficient and high quality secretarial and hands-on administrative support function to an assigned Clinician and Ward, while supervising and overseeing the work of the Medical Secretary.

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.
• Maintain quality results by following and enforcing standards.

Essential Skills & Knowledge:

• 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

Benefits:

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.

• Bupa Cash Plan Health Scheme
• Company Pension scheme
• Up to 28 days annual leave including bank holidays
• Cycle2Work Scheme
• Blue Light Discount Card eligibility
• Free Parking
• On-going training
• ‘Refer a Friend’ scheme
• Birthday leave following one years employment
• Free hot drinks
• Employee Assistance Programme

Hours:

9am to 5pm, Monday to Friday

IND1

About Us

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.

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!

Nouvita Healthcare is proud to be an equal opportunity workplace. We are a Disability Confident and Mindful employer, providing support to applicants with mental and/or physical disabilities. If you are interested in applying for employment with Nouvita Healthcare and are in need of support to navigate our website or to complete your application, please send an email with your request to: [e-mail]