Senior Medical Secretary

We are looking for a highly organised, proactive experienced Medical Secretary/Administrator to provide exceptional administrative and secretarial support to a designated clinician and ward team. In this pivotal role, you will ensure seamless day-to-day operations while contributing to the delivery of high-quality care in a fast-paced healthcare environment. The ideal candidate will excel at juggling multiple priorities, delivering results with professionalism, efficiency, and attention to detail.

Hours: 9am to 5pm, Monday to Friday

Benefits:

• Annual Leave: 28 days including bank holidays
• Blue Light Card (High Street discounts for many large brands)
• Access to our ‘Refer a Friend’ scheme to earn up to £1000
• In-house training and development
• Access to career progression throughout the group
• Employer pension contribution
• Fully funded DBS

Essential Skills & Experience:

• Proven experience in a secretarial/administrative role within healthcare
• Educated to GCSE level (or equivalent) to Grade C level (or above) in English Language
• Advanced IT skills, with strong proficiency in Microsoft Office and experience of managing databases
• Ability to work independently while contributing effectively to a collaborative team environment
• Demonstrated resilience under pressure, with the ability to adapt quickly to changing priorities
• Proficient touch and audio typing skills with excellent accuracy
• Proven experience in minute-taking with attention to detail
• Outstanding verbal and written communication skills
• Exceptional organisational, interpersonal, and time management skills
• Proven ability to juggle competing deadlines and prioritise effectively

Key Responsibilities:

• First Point of Contact: Serve as the primary liaison for the clinician, managing and screening all incoming calls, scheduling appointments, and handling referrals to other healthcare providers with efficiency and discretion
• Appointment Coordination: Arrange consultations, tests, scans, and other appointments, ensuring effective calendar management to optimise the clinician's productivity
• Meeting Support: Accurately record and transcribe minutes during key meetings, such as HR investigations, clinical governance sessions, and other high-level discussions
• Document Management: Prepare and transcribe a variety of documents, including medical reports, patient histories, summaries, manuscripts, and correspondence from dictations and notes
• Records System Management: Develop, maintain, and streamline filing and retrieval systems for patient records, meeting notes, and critical documentation to ensure rapid access and comprehensive historical records
• Data Protection & Confidentiality: Uphold stringent confidentiality standards, safeguarding patient information and adhering to all relevant data protection protocols
• Team Collaboration: Collaborate with other secretarial and administrative staff to ensure smooth communication across the team and provide coverage during absences as needed
• Front Desk Support: Occasionally assist with front-of-house duties, delivering a warm, professional experience for patients and visitors
• Inventory Oversight: Monitor and manage office supplies, from placing orders to verifying deliveries, while anticipating the needs of the department
• Workload Prioritisation: Effectively organise and prioritise your tasks to meet deadlines, supporting both individual and team objectives
• Audit & Data Management: Assist with data entry and maintenance to support regular audits, ensuring accuracy, compliance, and thorough reporting

Desirable Qualifications & Experience:

• Previous experience working in the Mental Health sector
• Prior role as a Medical Secretary or Ward Administrator
• Familiarity with medical or mental health terminology and healthcare information management practices
• Experience in data collation for auditing and compliance purposes

Baldock Manor is a 40-bed hospital in north Hertfordshire that provides specialist psychiatric services for adults. The hospital has two female PICU (Psychiatric Intensive Care) wards and two acute wards. Our PICU services provide care and support for women at crisis level with a severe mental disorder who require rapid assessment and stabilisation. Our acute wards care for older adults, usually 55 years or older, who need a short-term hospital stay, where we can stabilise their mental health. The average stay in our acute wards is less than forty days. Our focus is recovery for our patients with quality care and measurable outcomes at the centre of all we do. Baldock Manor boasts a full MDT with Nursing, Psychiatry, Psychology and Occupational Therapy practitioners on site as well as a very able team of Senior support workers, support works, Therapies assistants and more.

Nouvita Healthcare is proud to be an equal opportunity workplace. We are committed to the Mindful Employer values and are a Disability Confident employer, providing support to applicants with mental and/or physical disabilities. If you are interested in applying for employment with Nouvita Healthcare and are in need of support to navigate our website or to complete your application, please send an email with your request to recruitment@nouvita.co.uk