Team Administrator/Medical Secretary

Hertfordshire Partnership University NHS Foundation Trust; Cheshunt; On-site; GBP 27,000 - 31,000; Full time

Job summary

A healthcare organization is seeking a motivated Team Administrator/Medical Secretary to provide essential administrative support within the Adult Community Mental Health Services based in Cheshunt. The successful candidate will perform secretarial tasks, manage diaries, handle correspondence, and maintain confidentiality. This full-time, fixed-term position offers a salary of £27,485 to £30,162 per annum. The role requires strong IT and organizational skills, alongside a good standard of education. Excellent interpersonal skills are essential to communicate effectively and maintain professionalism.

Qualifications

• Experience working in an office environment.
• Experience recording and typing up meeting minutes.
• Experience creating and maintaining spreadsheets.

Responsibilities

• Provide secretarial and administrative support to the Adult Community Mental Health Service.
• Arrange and book appointments for clinics and meetings.
• Manage patient records accurately.

Skills

Advanced IT skills

Interpersonal skills

Organisational skills

Knowledge of medical terminology

Education

Good standard of education to secondary level

Tools

Microsoft Office

PARIS database

Job description

Team Administrator/Medical Secretary

The closing date is 30 December 2025

Please be aware that this role is NOT eligible for Sponsorship

If you already work for HPFT on a health and care visa, you will NOT be able to transfer your visa to this role as this role is NOT eligible for Sponsorship.

We are looking for a motivated individual to join our Medical Secretarial team within the Adult Community Mental Health Services based in Cheshunt. Our Administrators are pivotal to our work in providing first‑line contact to people who call us, and in providing comprehensive, professional and effective administrative support to our team. You will have the ability to work well within a team environment, manage and prioritise workload, and work on your own initiative with minimal supervision. In return, we offer structured supervision and access to training and development as part of your own personal development and support plan in a friendly and supportive team environment.

Main duties of the job

The job role involves providing comprehensive, professional, and effective secretarial and administrative support to the Adult Community Mental Health Service. Your responsibilities will include audio typing, booking appointments for clinics and meetings, answering the telephone, taking messages, passing relevant queries to the duty worker, organising rooms, sending out agendas, taking meeting minutes and other general administrative duties.

This is a busy and varied role, so good interpersonal skills are required. You must display a considerable degree of tact, possess mature judgment and maintain a calm, friendly and efficient manner when speaking to service users on the telephone.

The right person will be able to work with a degree of autonomy and apply a high degree of confidentiality to all of their work.

About us

Hertfordshire Partnership University NHS Foundation Trust is one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission. Our family of over 4,000 staff members provides health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout: Welcoming, Kind, Positive, Respectful, Professional.

Job responsibilities

• Process clinic letters from the Team Doctors and ensure they are sent within the set timeline.
• Ensure all correspondence is accurate and appropriately presented using current methodologies and medical terminology used by the team.
• Work across the full range of secretarial tasks, practicing software programmes and specialised functional terms.
• Take notes and manage meeting minutes effectively.
• Use proficient internet skills to access searches and retrieve data relevant to the team.
• Complete non‑routine tasks daily to meet the needs of the team.
• Update skills as necessary and attend mandatory training.
• Demonstrate excellent IT skills, with a good working knowledge of Microsoft Office applications and audio typing.
• Work flexibly and be willing to take meeting notes.
• Access and update patient records using the PARIS database, with training provided.

Person Specification

Qualifications

• A good standard of education to secondary level.
• Advanced IT skills.

Experience

• Experience working in an office environment.
• Experience recording and typing up meeting minutes.
• Microsoft Office/Word/Excel/Outlook packages.
• Experience creating and maintaining spreadsheets.
• Experience typing letters.

Knowledge & Skills

• Record and transcribe notes, either by hand or on a laptop in meetings.
• Maintain a filing system, both paper and computerised systems.
• Organise and prioritise your own workload.
• Knowledge of medical terminology.
• Proficient diary management.

Communication Skills

• Communicate with a range of people while respecting the confidential nature of the post.

Analytical Skills

• Make judgements, without direct supervision, regarding the importance/urgency of workload issues.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and therefore requires a submission for Disclosure to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

Holly Lodge, 45 Church Lane, Cheshunt, EN8 0DR

£27,485 to £30,162 a year per annum, pro rata (5% HCAS included)

Contract

Fixed term

Duration

9 months

Working pattern

Full‑time

Reference number

367-ACMS-9842-A

Job locations

Holly Lodge, 45 Church Lane, Cheshunt, EN8 0DR