Medical Secretary

Job overview

Tunbridge Wells CYPMHS are seeking a full-time medical secretary to join our psychiatry team based at Highlands House.

We are looking for an organised individual with excellent communication skills and a strong attention to detail to provide a comprehensive secretarial and administrative service to our clinical team.

The successful candidate will play a key role in managing patient referrals and supporting clinical workflows while maintaining the highest standards of confidentiality and patient care.

Main duties of the job

Responsibilities include:

• Provide a high quality confidential and comprehensive administrative service.
• Manage the diaries of medical staff
• Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
• Operate bring forward and reminder systems.
• Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
• Utilise advanced level IT skills to create reports and presentations.
• Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.
• Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
• Act as delegated authority for procurement processes, using electronic order and approval systems.
• Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
• Manage Band 3 Administrative staff and temporary workers.

Detailed job description and main responsibilities

You will provide a responsive and efficient administrative service to meet the needs of the team. The post holder will use their reason, intellect and judgement to work on their own initiative to deal with matters on behalf of their manager.

You will be an effective decision maker, who is able to prioritise own workload whilst responding to interruptions. The post holder will be able to deal with unpredictable work patterns and proactively deal with issues without reference to others.

Please refer to the attached job description for the full details on the responsibilities and person specification

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.