Team Administrator/Medical Secretary

Central and North West London NHS Foundation Trust; Harrow; On-site; GBP 21,000 - 26,000; Full time

Job summary

Central and North West London NHS Foundation Trust (Bentley House Community Health Hub) in Harrow is seeking a motivated administrator to support a mental health team in delivering patient-focused services. You will work as a Medical Secretary/Team Administrator, handling referrals, letters, and meeting documentation with a patient-centered approach.

Ideal candidates will have strong Microsoft Office skills, experience in a mental health setting, and the ability to communicate clearly with

Qualifications

• Experience dealing with the public face to face and on the phone.
• Experience working in a multidisciplinary mental health team.
• GCSE maths and English.
• Experience in admin duties.

Responsibilities

• Manage referrals and waiting lists on SystmOne.
• Process letters and telephone calls; minute taking at meetings.
• Support with KPI spreadsheets and general admin tasks.
• Provide cover for reception and arrange room bookings.

Skills

MS Office

Communication skills

Audio typing

Typing

Health and Safety awareness

Empathy & customer service

Education

GCSE Maths & English

Tools

SystmOne

Job description

An exciting opportunity has arisen for one team administrator to join the Bentley House Community Health Hub.

Job Overview

We are looking for an enthusiastic and organised administrator to support the team to deliver a patient-focused service.

You will need to be a motivated and flexible team player with excellent communication skills. Previous work experience in mental health would be desirable.

Main duties of the job

The successful post holder will support the Community Mental Health Hub and work as medical secretary to a consultant and their junior medical staff.

The duties include management of referrals and waiting lists on the electronic patient record SystmOne, processing letters, telephone calls and minute taking at meetings.

The post holder will be part of a wider admin team including referral coordinators, receptionist and medical secretaries, who work as a team to provide nominal cover for general admin tasks when required, including covering reception.

Working for our organisation

Bentley House is proud to serve a diverse community in Harrow. The admin team are expanding a short walk from Harrow & Wealdstone station, with good transport links.

Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. "Separate provisions are applied to workers who have been sponsored and continuously held a Skilled Worker visa since prior to 04/04/2024."

As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.

Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).

For further info please visit: Skilled Worker visa: Overview - GOV.UK

Detailed Job Description And Main Responsibilities

Please see attached Job Description and Person Specification for further details.

Duties of the Medical Secretary/Team Administrator include but are not limited to:

• Sending letters and forms to service users, carers and GP’s
• Receiving and making telephone calls
• Managing spreadsheets (including KPI’s)
• Supporting with SystmOne recording, uploading of documents, opening and closing of referrals
• Managing room bookings for the team
• Attendance and minute taking for MDT's and other meetings
• Provide cover for general admin/reception
• Ordering of equipment

Person specification

Experience

Essential criteria

• Experience dealing with members of the public both face to face and on the phone.
• Experience of working in multidisciplinary mental health team

Desirable criteria

• Experience in the use of spreadsheets for clinical and statistical purposes.
• Experience in the training and support of clinical staff in office systems.
• Work experience in admin

Skills and Knowledge

Essential criteria

• A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel and PowerPoint.
• Able to communicate well in English, verbally and written
• Awareness and some knowledge of Health and Safety Regulations.
• Fast accurate audio and copy typing skills.
• Ability to treat service users with respect and dignity at all times, with cultural sensitivity.
• Able to build constructive relationships with warmth and empathy, using good communication skills.

Desirable criteria

• Experience in using SystemOne
• Knowledge of mental health and medical terminology and familiarity with the use of medical reference and related software packages.
• Knowledge and experience in the maintenance of clinical database packages

Education and Qualification

Essential criteria

• GCSE level Maths and English

Desirable criteria

• Knowledge of Psychiatric terminology