Team Administrator​/Medical Secretary

Job Overview

The Team Administrator/Medical Secretary will provide high-quality administrative, secretarial and operational support to the Brent Memory Service within Older People and Healthy Ageing (OPHA) Services at CNWL NHS Foundation Trust. The post holder will support the smooth running of the service by managing clinical correspondence, maintaining accurate electronic patient records, coordinating appointments and meetings, and providing responsive support to patients, carers, clinicians and external agencies.

Working as part of a multidisciplinary team, the post holder will act as a central point of contact for the service, ensuring effective communication, confidentiality and professional standards are maintained at all times. The role requires excellent organisational, communication and digital skills, including proficiency in Trust electronic systems such as Systm One and Microsoft Office applications. The successful candidate will be expected to work independently, prioritise competing demands, support service improvement initiatives, and contribute to the delivery of an efficient, patient‑centred Memory Service for older adults experiencing cognitive and mental health needs.

• Produce accurate clinical correspondence and documentation.
• Manage appointments and diaries for clinicians and patients.
• Maintain electronic patient records using Systm One and other Trust systems.
• Coordinate meetings, take minutes, arrange investigations and appointments.
• Handle incoming and outgoing correspondence and provide reception cover when required.
• Support audits, data monitoring and KPI reporting.
• Assist in service improvement initiatives and support multidisciplinary team.
• Ensure compliance with Trust policies, information governance, confidentiality and professional standards.

Essential criteria

• GCSE or other equivalent qualification
• RSA Level 3, NVQ Level 3 or equivalent experience in a secretarial/administrative role.

Desirable criteria

• Knowledge of electronic patient record systems such as Systm One and administrative systems.

Essential criteria

• Experience of typing and producing accurate clinical correspondence.
• Knowledge and understanding of mental health or medical terminology.
• Fast and accurate typing (minimum 50 WPM).
• Comprehensive working knowledge of Microsoft Office applications, including Word, Excel, Outlook, PowerPoint and Teams.
• Experience of using electronic patient record systems and other healthcare‑related software.
• Demonstrates effective organisational skills across a range of administrative tasks, including diary management, filing, record keeping.

Desirable criteria

• Knowledge of electronic patient record systems (Systm One) and administrative systems.

Essential criteria

• Relevant qualification or equivalent experience in a secretarial/administrative role.
• Experience of providing receptionist duties and dealing with members of the public both face to face and on the phone.
• Experience of working in a health or health‑related environment.

Desirable criteria

• Knowledge of mental health services or community health pathways.
• Experience of working within multidisciplinary teams.