Senior Medical Secretary/Administrator

Nouvita; Baldock; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established healthcare provider is seeking a proactive Medical Secretary/Administrator to deliver exceptional administrative support in a dynamic environment. This role involves minute taking, managing communications, and ensuring the smooth operation of patient records. The ideal candidate will excel in organization and time management while thriving under pressure. Join a dedicated team committed to high-quality care and enjoy benefits such as generous annual leave, professional development opportunities, and a supportive workplace culture. If you're ready to make a significant impact in a rewarding role, we encourage you to apply.

Benefits

Annual Leave: 28 days including bank holidays

Blue Light Card for discounts

In-house training and development

Employer pension contribution

Fully funded DBS

Career progression opportunities

Qualifications

• Proven experience in minute taking and administrative roles, preferably in healthcare.
• Strong IT skills, especially in Microsoft Office, and ability to manage databases.

Responsibilities

• Record and transcribe minutes during meetings and manage incoming calls.
• Maintain filing systems for patient records and uphold confidentiality standards.

Skills

Minute Taking

Administrative Skills

Microsoft Office Proficiency

Organizational Skills

Interpersonal Skills

Time Management

Resilience Under Pressure

Education

GCSE in English Language

Tools

Database Management

Job description

About The Role

We are looking for a highly organised, proactive Medical Secretary/Administrator and experienced minute taker to provide exceptional administrative and secretarial support to a designated clinician and ward team. In this pivotal role, you will ensure seamless day-to-day operations while contributing to the delivery of high-quality care in a fast-paced healthcare environment. The ideal candidate will be experienced at delivering results with professionalism, efficiency, and attention to detail.

Hours

9am to 5pm, Monday to Friday

Benefits

• Annual Leave: 28 days including bank holidays
• Blue Light Card (High Street discounts for many large brands)
• Access to our 'Refer a Friend' scheme to earn up to GBP1000
• In-house training and development
• Access to career progression throughout the group
• Employer pension contribution
• Fully funded DBS

Essential Skills & Experience

• Proven experience of minute taking is essential
• Experience in an administrative/secretarial role (preferably within healthcare)
• Educated to GCSE level (or equivalent) to Grade C in English Language
• Advanced IT skills, with strong proficiency in Microsoft Office and experience managing databases
• Ability to work independently while contributing effectively to a team
• Resilience under pressure, with the ability to adapt quickly to changing priorities
• Exceptional organisational, interpersonal, and time management skills
• Proven ability to juggle competing deadlines and prioritize effectively

Key Responsibilities

• Meeting Support: Accurately record and transcribe minutes during meetings such as HR investigations, clinical governance sessions, and other discussions.
• First Point of Contact: Manage incoming calls, schedule appointments, and handle referrals efficiently and discreetly.
• Records System Management: Develop and maintain filing and retrieval systems for patient records and documentation.
• Data Protection & Confidentiality: Uphold confidentiality standards and data protection protocols.
• Team Collaboration: Work with other staff to ensure smooth communication and provide coverage as needed.
• Front Desk Support: Assist with front-of-house duties, providing a professional experience for patients and visitors.

Additional Responsibilities

• Inventory Oversight: Monitor and manage office supplies and anticipate department needs.
• Workload Prioritisation: Organize and prioritize tasks to meet deadlines and support team objectives.

Desirable Qualifications & Experience

• Experience in the Mental Health sector
• Previous role as a Medical Secretary or Ward Administrator
• Familiarity with medical or mental health terminology and healthcare information management
• Experience in data collation for audits and compliance

About Us

Baldock Manor is a 40-bed hospital in north Hertfordshire providing specialist psychiatric services for adults. Our services include two female PICU wards and two acute wards, focusing on recovery and quality care with measurable outcomes. Our multidisciplinary team includes Nursing, Psychiatry, Psychology, and Occupational Therapy practitioners, along with support staff.

Equal Opportunity Statement

Nouvita Healthcare is proud to be an equal opportunity workplace, committed to the Mindful Employer values and a Disability Confident employer. If you need support during the application process, please contact us via email.