Team/Medical Secretary

Job summary

Main duties of the job

To produce from audio and handwritten notes, word processed letters and reports within a timely manner, and to a high standard of presentation and accuracy using appropriate Trust templates, in line with Trust guidelines. Some letters and reports may contain distressing content.

Book assessments and outpatient appointments for service users after liaising with relevant staff, including Team Manager, Team Leader, Consultants, Clinical Staff and Administration Manager.

To provide comprehensive and efficient secretarial support to the Consultant Psychiatrist and wider team; this will include handling all aspects of correspondence in a polite and professional manner, processing referrals and handling telephone enquiries.

Organising meetings and taking minutes as necessary, typing, and distributing to those appropriate.

To assist in the collection of data for the purpose of audit, research, and service performance.

To receive complex incoming and outgoing correspondence via telephone calls and emails from service users and carers, and deal with them where possible using a measure of independent judgement and initiative to ensure that messages are correctly transcribed and relayed in a timely manner.

Coordinate and organise actions arising from correspondence and ensure prompt and efficient response, as required, by the team/department staff. Coordination with other professionals, outside Agencies, legal staff, Trust staff etc and maintaining records.

Job responsibilities

Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services. We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.

With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do. Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients. By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.

Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.

Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.