Senior Medical Secretary

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.

• 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• Provide historical reference by developing and using filing and retrieval systems, maintaining patient records and recording meeting discussions.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.

• 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

• 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

Join us and you will be well looked after. We invest in our people with ongoing training and…