Administrative Assistant to Medical Secretaries

Job overview

The Band 2 Administrative Support role within Child and Adolescent Mental Health Services (CAMHS) is designed to provide core administrative assistance to medical secretaries, enabling the effective and efficient delivery of services to children and young people.

The post holder will primarily undertake routine administrative tasks, including actioning prescriptions, updating patient tracking systems, and ensuring the accurate input of clinical outcomes and related data. By maintaining high standards of accuracy and timeliness in these processes, the role supports safe and effective patient care.

Working closely with Band 4 Medical Secretaries, the post holder will help streamline administrative workflows, allowing senior staff to focus on more complex medical secretarial responsibilities. The role requires strong organisational skills, attention to detail, and the ability to work within established procedures while handling sensitive information with confidentiality.

This position is integral to the smooth running of CAMHS administrative functions and offers an opportunity to contribute meaningfully to a service supporting the mental health and wellbeing of children and young people.

This role is offered on a fixed term basis for 18 months. The hours are part-time, 18 hours per week.

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

Main duties of the job

• Process, manage, and coordinate prescriptions for CAMHS patients under the direction of the Medical Secretary Team, ensuring accuracy, timeliness, and adherence to Trust policies and prescribing guidelines.
• Deal with routine queries competently and discreetly, both face to face and via telephone, following appropriate protocols.
• Record clinical outcomes and update patient records and electronic systems accurately, as directed.
• Maintain and update tracking systems to support the monitoring of prescriptions and associated administrative activity.
• Ensure progress notes are completed, validated, and accurately recorded on electronic systems.
• Manage incoming and outgoing correspondence (paper and electronic), including date stamping, sorting, and distribution of post.
• Use office equipment, including photocopiers, effectively and safely.
• Maintain adequate stock levels of forms and administrative supplies within the unit.
• Support the management of room bookings within CAMHS, under guidance from the Medical Secretary Team.
• Provide cross-cover and support for other administrative staff as required, including during periods of absence.
• Monitor appointment utilisation, ensuring vacant slots are highlighted to Medical Secretaries to maximise service capacity.
• Review booked appointments to ensure appropriate use of clinic slots and escalate any concerns.
• Work flexibly and collaboratively with colleagues to support effective service delivery.

Detailed job description and main responsibilities

The post holder will work collaboratively with medical secretaries, clinicians, and wider administrative colleagues to maintain effective systems, support patient pathways, and contribute to the smooth running of the service. A high level of confidentiality, organisation, and attention to detail is essential, alongside the ability to prioritise workload and meet deadlines in a busy environment.

The role requires effective communication skills, both written and verbal, to ensure clear and professional interactions with staff, patients, and external agencies. The post holder will be expected to follow established procedures while demonstrating initiative within their scope of responsibility, ensuring tasks are completed accurately and efficiently.

Flexibility and a proactive approach are important, as the post holder may be required to adapt to changing service needs and provide support across different administrative functions. A commitment to maintaining data quality, upholding information governance standards, and contributing to continuous service improvement is also expected.

This role is not eligible for sponsorship as per the Government’s UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas