Medical Secretary

Overview

Helping others improve and turn their lives around – there’s no better feeling. It’s what we do for thousands of people at more than 150 sites across the UK. Be a part of it. Cygnet Hospital Maidstone is a state‑of‑the‑art, 65‑bed mental health facility for adults situated in the new Kent Medical Campus in Maidstone. We are looking for a full‑time Medical Secretary to join our team and provide comprehensive secretarial, administrative and information services to the Consultant Psychiatrists and MDT.

The role is 37.5 hours per week, Monday to Friday, in an office setting with a team of Medical Secretaries working closely alongside the ward teams.

• Maintain medical records in accordance with the Management of Records protocol, including auditing and supporting multi‑disciplinary record management for hard copies and electronic records.
• Handle and keep appropriate records of calls and queries in consultation with the clinical team, ensuring confidentiality at all times.
• Liaise with the Clinical and Medical areas to ensure discharge documentation is received and shared with external sources.
• Set up and maintain a computerised system for information relating to meetings and key people.
• Coordinate the process for CPA, ward round and professional meetings, including inviting externals, taking minutes, arranging meetings, sending out correspondence and adding information to pink notes.
• Communicate with internal and external stakeholders.
• Attend and minute‑take for ward meetings (CIG, team meeting and Community meeting). Undertake any reasonable request from senior management, medical, clinical and administration teams.
• Prepare agendas and minute‑take hospital‑wide meetings.

• Service orientated, with Medical Secretary experience and knowledge of mental health.
• Flexible, adaptable, organised and responsible.
• Excellent typist, preferably RSA 2 level, with audio transcription skills.
• Calm under pressure and able to work independently and as part of a team.
• Strong written and verbal communicator with excellent interpersonal skills.
• Highly proficient in Microsoft Office programs, including Excel, Word and databases.

• £30,690 per annum salary
• Strong career progression opportunities
• Expert supervision and support
• Employee referral scheme
• Pension scheme
• Employee discount savings
• Health cash plan
• Subsidised meals on duty

Successful candidates will be required to undergo an enhanced DBS check.