About this role
Job summary
The Band 3 Team Secretary (MDT Lead Focus) provides high-quality, efficient administrative and secretarial support to the multidisciplinary team (MDT) within the service. The role has a specific focus on the preparation, coordination, minuting, and follow-up of MDT meetings, ensuring timely and accurate recording of decisions, actions, and outcomes to support safe and effective patient care.
The postholder will work closely with clinicians, medical secretaries, and wider MDT members, acting as a point of continuity for MDT administration and cross-covering related meetings and administrative functions as required. The role contributes to effective communication, robust record keeping, and smooth operational delivery across the service.
Main duties of the job
Act as the lead administrator for MDT meetings, taking comprehensive, accurate, and contemporaneous minutes on Wednesdays and Thursdays.
Prepare MDT agendas and templates in advance, ensuring patient lists, documentation, and required information are available.
Upload MDT minutes, decisions, and actions onto the relevant patient systems (including RiO) on the same day of the meeting.
Distribute MDT outcomes and action points to relevant professionals in a timely manner.
Track and follow up outstanding MDT actions to support service delivery and patient flow.
When not supporting with MDT
Provide cross-cover for other meetings as required, including minuting and administrative support.
Support patient bank services, ordering stock and additional administrative tasks as directed.
Assist with general team secretarial duties to ensure continuity of service.
About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.
Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.
We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.
Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence
Job description Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person Specification
Qualifications Essential
GCSE/O level education including English and Maths Grade C or above Excellent standard of written and spoken English IT Skills -- Microsoft Word, Excel. Outlook.
Desirable
NVQ (level 2 or equivalent) Alternatively, Book keeping qualification. Full, clean UK driving licence.
Experience Essential
Experience of providing administrative or secretarial support in a healthcare or similar setting Experience of taking accurate minutes of meetings Experience of working with electronic record systems and MS Office applications Experience of managing competing priorities and deadlines
Desirable
Experience of MDT administration Experience using RiO or similar patient record systems Experience within NHS or mental health services Customer Service. Knowledge of SBS, BSG, Harlequin and RIO. Cash handling
Additional Criteria Essential
Professional, respectful, and confidential approach Accurate and timely recording of MDT decisions to support patient care Clear communication and reliability Ability to work calmly and effectively in a busy service .
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 Hampshire and Isle of Wight Healthcare NHS Foundation Trust
Address Elmleigh
61a New Lane
Havant
Hampshire
PO9 2JJ
United Kingdom
Employer's website https://hiowhealthcare.nhs.uk/ (Opens in a new tab)