Inpatient Secretary Job Grimsby area,England UK,Administrative/Clerical

An exciting opportunity for an Inpatient Secretary has presented within our Acute Mental Health Services.

This role supports the safe and effective delivery of clinical services through the provision of administration support for our Acute Inpatient Lodges, from arranging and documenting meetings to managing staffing levels, involving projects and supporting the referral, admission, treatment and discharge pathways – this job role is as diverse as it is exciting.

Earliest start date: 7th September 2026.

Main duties of the job

Provide secretarial, administrative and clerical support service to Medical and Clinical Teams within Navigo.
Receive, record and process referral, admission and discharge information, maintaining service user records up to date at all times.
Arrange and document a wide range of meetings.
Maintain up-to-date knowledge of Navigo policies, processes and procedures and work within these at all times.
Ensure an excellent administrative service is provided within agreed time restraints, responsible for accurate recording, maintenance and monitoring of the team's data.

Job responsibilities

Provide a full, effective and efficient administrative and secretarial support service to all staff within the Medical and Clinical Teams, coordinating ad hoc daily administration tasks to ensure the effective and efficient running of the service.

Support the day-to-day diary management of Clinical and Medical Team Members as required.

Complete administrative work relating to inpatient admissions and discharges meeting set timescales as required by area of service.

Audio/copy type and format correspondence following Outpatient Appointments and Domiciliary Visits, ensuring timescales are met and information is saved accurately on the electronic system.

Audio/copy type and format all reports, letters, assessments, reviews, care plans, discharges etc as pertinent to the work of the Team within set timescales, ensuring clinical coding as appropriate and accurate saving to the electronic system. This includes correspondence, admissions and discharge paperwork and electronic management of service user notes. All work must meet timescales and information needs to be uploaded accurately and within the timescales to the electronic system.

Ensure accurate recording on service user electronic notes of all investigations, results and record keeping pertinent to the service user.

Support Clinical Management in relation to the maintenance/upkeep of colleague rotas.

Offer administrative support in arranging bank staff cover, liaising with the Bank Administrator as directed.

Work within set processes and guidelines to maintain efficient, accurate and confidential record systems.

Assist in overseeing work on a day-to-day basis of any bank, temporary and admin support staff, bringing any issues to the attention of Senior Admin.

Attend and participate in relevant team meetings, including Administrative, Clinical and Business Meetings.

Deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate, ensuring accurate information is forwarded appropriately to facilitate appropriate care and follow up.

Liaise with a range of internal and external personnel on a daily basis, including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.

Offer support to both internal and external meetings pertinent to the Clinical and Medical Teams including Multi-Disciplinary Reviews, Family Meetings and Best Interest Meetings, including sourcing and booking suitable venues, collating invitations/meeting apologies for the Chair, preparing meeting agendas and disseminating documentation pre-meeting, taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson/Senior Admin/Clinical staff.

Run and edit electronic system reports, updating and checking the quality of data supplied and inputted, systematically checking electronic system error reports and rectifying data contained on a monthly basis.

Assist in…