Medical Secretary

Job overview

We are looking for an organised, motivated and experienced Medical Secretary to join our friendly Mental Health team at HMP Bristol. This is an excellent opportunity to provide high-quality administrative and secretarial support to psychiatrists and other clinicians within a busy, challenging and rewarding secure healthcare environment.

You will play an important role in coordinating clinics and patient pathways, producing accurate clinical correspondence and maintaining effective communication with colleagues and partner organisations. We are seeking someone who is professional, compassionate and adaptable, with excellent attention to detail and the ability to manage competing priorities.

Main duties of the job

In this role, you will provide comprehensive administrative and secretarial support to the Mental Health team, including psychiatrists, psychologists, nurses and clinical leads. You will manage electronic diaries and coordinate new assessment and follow-up clinics, appointments, cancellations and patient movement arrangements. You will also prepare accurate and timely clinical letters, reports, discharge correspondence and documentation for GPs, specialists and the Offender Management Unit.

Other responsibilities will include processing and recording referrals, monitoring waiting lists, completing daily clinical system tasks in accordance with Trust policies and local procedures, monitoring the Mental Health generic inbox and responding professionally and sensitively to telephone, email and face-to-face enquiries. You will take and produce comprehensive minutes for meetings, maintain confidentiality and accurate records, liaise effectively with internal and external stakeholders, and support the wider administrative team when required.

Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post.

Detailed job description and main responsibilities

The successful candidate will have a strong background in senior secretarial or administrative work, ideally within the NHS or another large organisation. You will be confident using Microsoft Office and electronic record systems, able to type accurately at speed and capable of producing formal minutes and confidential clinical documentation to a high standard.

You must be able to work independently, organise and prioritise a varied workload and remain calm when responding to interruptions or sensitive and challenging situations. Excellent written and verbal communication skills, sound judgement, discretion and a collaborative approach are essential. You will maintain accurate filing and record systems, support stock ordering, contribute to team meetings and daily huddles, assist with staff induction and training, and provide cross-cover where required.

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.