Job summary
This is an exciting opportunity to join the FIND team (Forensic Intellectual and Neurodevelopmental Service) within the Devon Community Forensic Service at one of the countrys most respected providers of secure mental health services. The key focus of the FIND service is to deliver a care pathway service for men and women with intellectual disabilities, Autism and/or Acquired Brain Injury. The service works with these patients in order to optimise length of stay and the care pathway. A further key aim is to reduce the use of out of area or specialist placements and to better support/facilitate the use of South West network beds. This involves direct work with patients as well as indirect work with staff teams (eg consultation, training, supervision). The FIND team provides a Peninsula wide service to include Cornwall, Devon and the Isles of Scilly who may have placements in local services but may have been transferred out of their home area to hospitals across the country. The team has an office base at Langdon Hospital, Dawlish. An opportunity has arisen to be part of this inspiring service as a medical secretary.
Main duties of the job
As a Medical Secretary within our Community Forensic Services, you will be a core member of a multi-disciplinary Team and be responsible for supporting the administrative functions within the service. This will include keeping up to date electronic records, being an initial point of contact for the team, coordinating and taking minutes of meetings and maintaining diaries. You will be an experienced administrator with a good understanding of Microsoft Office packages. As well as a keen eye for detail, you will be an excellent communicator, both verbally and in writing and adept at prioritising tasks and working on your own initiative. The ability to work well within a team environment is essential as is a can-do attitude. We are seeking an individual who shares our passion for providing compassionate care to the people we support. The post holder will be responsible for providing effective and efficient clerical and administrative support to an assigned Consultant, associated medical staff and the multi-disciplinary team where appropriate. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. The role will involve the coordination and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems.
About us
About Devon Partnership Trust
We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do
Our values
We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.
We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.
Job description
Job responsibilities
Job Purpose
The postholder will be responsible for providing effective and efficient clerical and
administrative support to an assigned Consultant, associated medical staff and the multidisciplinary team where appropriate.
There will be an expectation for the post holder to be highly motivated, flexible and multiskilled with excellent organisational skills. The post holder will have high standard of
abilities using Microsoft Office packages and experience of using bespoke IT systems.
The role will involve the coordination and implementation of office procedures and will
require a high degree of organisational skills and excellent working knowledge of
administrative systems.
The post holder will need to meet deadlines, collate data and maintain standards relating
to administrative processes. They will need to be able to work within a team effectively
and share work streams where appropriate.
Duties and Responsibilities
Key Responsibilities include:
- Comprehensive diary management, ensuring Consultant/associated team
members are briefed and ready for meetings and appointments
- Transcribe comprehensive dictation from audio recordings into letters, reports,
minutes or directly onto patient records
- Provide general administrative function for the Consultant, which will include
being point of contact, writing detailed letters and reports for the Consultant and
associated team to approve
- Collate and distributing reports/papers for meetings chaired by the
Consultant/associated team and ensuring the agenda is sent out to report authors
and attendees in advance
- Meeting administration: taking and distributing formal minutes, recording clear
actions and following these up to check completion, maintaining attendance
records
- Event coordination and planning as required
- Supporting the Consultant and team by ensuring that records are up to date on all
staffing and patient systems and that items are dealt with quickly and efficiently
on appropriate finance systems
Profile:
- Excellent planning and organisation skills
- Excellent written and verbal communication skills
- Excellent attention to detail
- Enthusiastic and confident to challenge
- Professional telephone manner
- Collegiate approach and diligent
- Takes pride in their work and consistently strives to produce work of the highest
standard
- Seeks to deliver the best possible outcome rather than just the task at hand
Revised July 2025
- Works in partnership with the Consultant/associated team to understand their
needs and priorities (which may change depending on workload)
- Excellent time management skills to manage their own time and that of the
Consultant they support
- Experience of prioritising a varied and busy workload their own and that of the
Consultant they support and using initiative
- Experience of working under pressure with the ability to work to and achieve
deadlines
The role will involve the development and implementation of office procedures and will
require a high degree of organisational skills and excellent working knowledge of
administrative systems.
Please refer to the attached job description.
Job description
Job responsibilities
Job Purpose
The postholder will be responsible for providing effective and efficient clerical and
administrative support to an assigned Consultant, associated medical staff and the multidisciplinary team where appropriate.
There will be an expectation for the post holder to be highly motivated, flexible and multiskilled with excellent organisational skills. The post holder will have high standard of
abilities using Microsoft Office packages and experience of using bespoke IT systems.
The role will involve the coordination and implementation of office procedures and will
require a high degree of organisational skills and excellent working knowledge of
administrative systems.
The post holder will need to meet deadlines, collate data and maintain standards relating
to administrative processes. They will need to be able to work within a team effectively
and share work streams where appropriate.
Duties and Responsibilities
Key Responsibilities include:
- Comprehensive diary management, ensuring Consultant/associated team
members are briefed and ready for meetings and appointments
- Transcribe comprehensive dictation from audio recordings into letters, reports,
minutes or directly onto patient records
- Provide general administrative function for the Consultant, which will include
being point of contact, writing detailed letters and reports for the Consultant and
associated team to approve
- Collate and distributing reports/papers for meetings chaired by the
Consultant/associated team and ensuring the agenda is sent out to report authors
and attendees in advance
- Meeting administration: taking and distributing formal minutes, recording clear
actions and following these up to check completion, maintaining attendance
records
- Event coordination and planning as required
- Supporting the Consultant and team by ensuring that records are up to date on all
staffing and patient systems and that items are dealt with quickly and efficiently
on appropriate finance systems
Profile:
- Excellent planning and organisation skills
- Excellent written and verbal communication skills
- Excellent attention to detail
- Enthusiastic and confident to challenge
- Professional telephone manner
- Collegiate approach and diligent
- Takes pride in their work and consistently strives to produce work of the highest
standard
- Seeks to deliver the best possible outcome rather than just the task at hand
Revised July 2025
- Works in partnership with the Consultant/associated team to understand their
needs and priorities (which may change depending on workload)
- Excellent time management skills to manage their own time and that of the
Consultant they support
- Experience of prioritising a varied and busy workload their own and that of the
Consultant they support and using initiative
- Experience of working under pressure with the ability to work to and achieve
deadlines
The role will involve the development and implementation of office procedures and will
require a high degree of organisational skills and excellent working knowledge of
administrative systems.
Please refer to the attached job description.
Person Specification
Qualifications
Essential
- Business Administration Level 3/ T Level qualification in Management and Administration, or equivalent experience.
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification.
- ICDL (International Computer Driving License), or equivalent experience.
Experience
Essential
- Excellent organisational skills.
- Ability to prioritise workload and adapt to change when required
- Experience of working as part of a team
- Previous experience of working within an administrative or secretarial team
- Experience of dealing with confidential and complex information
- Ability to take accurate formal and informal minutes
- Demonstrate good numeracy and literacy skills
- Experience of general office routine and filing systems
- Experience of Audio transcription
Desirable
- Previous experience as in a Medical Secretarial
- Previous NHS experience of working in a Healthcare or Social Care administrative setting
Person Specification
Qualifications
Essential
- Business Administration Level 3/ T Level qualification in Management and Administration, or equivalent experience.
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification.
- ICDL (International Computer Driving License), or equivalent experience.
Experience
Essential
- Excellent organisational skills.
- Ability to prioritise workload and adapt to change when required
- Experience of working as part of a team
- Previous experience of working within an administrative or secretarial team
- Experience of dealing with confidential and complex information
- Ability to take accurate formal and informal minutes
- Demonstrate good numeracy and literacy skills
- Experience of general office routine and filing systems
- Experience of Audio transcription
Desirable
- Previous experience as in a Medical Secretarial
- Previous NHS experience of working in a Healthcare or Social Care administrative setting
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.
