About this role
Job summary
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.
About us
We are Kent and Medway Mental Health NHS Trust. We care for the mental health and wellbeing of people across Kent and Medway.
Our teams support children, young people and adults with a wide range of mental health needs. We also provide specialist services, including all-age eating disorder services and neurodevelopmental assessments for children and young people, such as autism and ADHD.
Because we work across the whole county and across hospital and community settings, we can make care more joined up and easier to access for the people we serve.
Our vision is simple: we are here to help communities not just live with mental illness, but live well. It's why we're passionate about working with communities to make mental health care better for everyone. Everything we do is guided by our values: caring, inclusive, curious and confident.
Join us if you share our passion for better mental health care and want to be part of a team that's working well together.
Job description Job 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
Person Specification
Training, Qualifications and Registration Essential
NVQ level 2 or equivalent standard of literacy and numeracy NVQ level 3 in relevant subject or equivalent level of proven experience RSA Text and Word Processing Level 2
Experience Essential
Handling sensitive and confidential information Working in a busy office environment Significant administrative experience Creating and maintaining office systems
Desirable
Working in an NHS environment
Knowledge Essential
NHS Priorities and Issues Good working knowledge of IT (Outlook; Word; Excel; Powerpoint; Access) Clear communication skills
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Kent and Medway Mental Health NHS Trust
Address Highlands House
Calverley Park Gardens
Tunbridge Wells
TN1 2JN
United Kingdom
Employer's website https://www.kentmedwaymentalhealth.nhs.uk (Opens in a new tab)