P.A /Medical Secretary to Inpatient Consultants and Therapies Lead

Job overview

We are looking to recruit an experienced, professional, and highly organised Band 4 Medical Secretary/Personal Assistant to provide comprehensive administrative and PA support to our Consultant Psychiatrists and Therapies teams across Herm Ward and St Brelades Ward at Alderney Hospital in Poole.

This is an exciting opportunity to join the Business Administration Team, playing a key role in supporting the delivery of high-quality mental health services. You will work closely with the Consultant Psychiatrists, multidisciplinary teams and colleagues across the organisation, helping to ensure the smooth and effective running of services.

As part of a supportive and collaborative team, you will be guided by the Business Support Manager, who provides leadership and oversight for the role, alongside the wider team of Business Coordinators and Business Assistant. You will be joining a friendly and experienced administration team that values professionalism, teamwork, and continuous improvement.

We are seeking a candidate with excellent communication, organisational, and secretarial skills, together with the ability to manage competing priorities, maintain confidentiality, and provide a high standard of support within a busy healthcare environment.

This is a full-time position (37.5 hours per week).

Main duties of the job

To provide proactive Medical Secretary and P.A. services to the Consultant Psychiatrists and their medical teams, including maintaining an electronic diary of appointments, taking messages, drafting correspondence/replies and dealing with confidential information relating to patients and medical staff. Emphasis on organising admission and discharge planning meetings, monitoring mental health act due dates and aligning this with the medical team to meet all deadlines.

Contribute to the implementation and administration of computer data collection systems ensuring information is recorded accurately and on a regular and timely basis.

To ensure the provision of an effective and efficient secretarial and administrative support to the wider clinical team including dealing with telephone enquiries, relatives, GP’S, social workers and other agencies maintaining good communication between all of the Adult Inpatient Teams and Services.

To maintain and co-ordinate annual leave and study leave for the Consultants ensuring the service is adequately covered.

When required to maintain confidential files concerning patients’ correspondence, reports and departmental matters in line with NHS procedures

To collect and submit statistical returns for the teams.

To maintain up to date data scanning and filing system and provide statistics as and when required.

The post holder may be required to process distressing information relating to service users, e.g. typing letters/mental health reports.

Detailed job description and main responsibilities

For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.

We understand that using AI can be a useful and supportive tool when completing your application. However, we have also seen an increase in the over-reliance of AI tools which is negatively impacting applications as they remove candidate’s individuality, and it becomes much harder to get a sense of who you are and your authentic experience. If you do use AI, it should be used to enhance your application and not to create your supporting statement in its entirety. If we suspect you have used AI to create your supporting statement and this does not match your experience, we may withdraw your application.

As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support, please do contact dhc.wideningparticipation@nhs.net

Applications from candidates that require current Skilled worker sponsorship to work in the UK are unfortunately ineligible to apply for this position.

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.