Job summary
Working pattern: Part time
Hours:
Monday, Tuesday, Thursday & Friday, 9:30 to 14:30
Wednesday: Non working
day (NWD)
The Ward Medical Secretary
plays a vital role in supporting the smooth and efficient running of a busy
inpatient Mental Health Unit. Working closely with ward consultants, junior
doctors, the wider multidisciplinary team, and administrative colleagues, the
postholder will provide high quality, confidential administrative and clerical
support to ensure the delivery of safe, effective patient care.
This role involves managing
clinical correspondence, maintaining accurate patient records, coordinating
consultant activity, and supporting the flow of information across the ward.
The postholder will act as a key point of contact for internal and external
enquiries, ensuring that communication is timely, professional, and aligned
with service priorities. They will also support the ward with tasks such as
appointment coordination, minute taking, updating clinical systems, and
preparing documentation required for ward rounds, meetings, and patient
reviews.
The Ward Medical Secretary will contribute to the wider functioning of
the service, including supporting the medical student intake and offering cover
for the Ward Administrator when required. The role requires excellent
organisational skills, the ability to prioritise competing demands, and a calm,
proactive approach within a fast paced clinical environment.
Main duties of the job
This is an ideal opportunity for someone who is motivated, reliable, and committed to supporting high quality mental health care. The postholder will be a valued member of the ward team and will play an important part in ensuring that clinical staff are supported to deliver the best possible outcomes for patients.
Provide comprehensive administrative support to
consultants, junior doctors, and the wider multidisciplinary team on the
inpatient Mental Health Unit.
Manage clinical correspondence, including
typing, audio typing, formatting, and distributing letters, reports, discharge
summaries, and other documentation within agreed timescales.
Maintain accurate and uptodate patient
records on electronic clinical systems, ensuring all information is entered
promptly and in line with confidentiality and data protection standards.
Coordinate consultant activity, including
scheduling meetings, supporting ward rounds, preparing documentation, and
ensuring clinicians have the information they need for patient reviews.
Act as a key point of contact for internal and
external enquiries, responding professionally and directing queries to the
appropriate team member or service.
At
the time of advertising, this role does not meet the minimum requirements set
by UK Visas and Immigration to sponsor candidates to work in the UK. For this
reason, we are unable to sponsor anyone for a skilled worker visa for this role
About us
We
are a specialist NHS Foundation Trust that provides community, mental health
and learning disability services for the people of Barnsley, Calderdale,
Kirklees and Wakefield. We also provide low and medium secure services and are
the lead for the west Yorkshire secure provider collaborative.
Our mission is
to help people reach their potential and live well in their communities, we do this
by providing high-quality care in the right place at the right time. We employ
staff in both clinical and non-clinical services who work hard to make a
difference to the lives of service users, families and carers.
We encourage
and welcome applications from all protected characteristic groups, we value
diversity and want our workforce to be reflective of our communities.
Being
a foundation Trust means were accountable to our
members, who can have a say in how were run. Around 14,300 local people
(including staff) are members of our Trust.
Join
us and you will be one of over 4,500 staff committed to supporting and improving
the mental, physical and social needs of the thousands of people we meet and
help each year.
We
are committed
to safeguarding and promoting the welfare of children, young people and
vulnerable adults and expects all colleagues and volunteers to share this
commitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job description
Job responsibilities
For full job description, please see attached supporting documents.
JOB SUMMARY
Service user contact referred to in this Job description will only apply when working within a clinical area.
The post-holder will:
under the supervison/direction of the Line Manager/Admin Supervisor, seeking support as and when necessary, provide a comprehensive, confidential, Secretarial/administrative service to clinical/support services, in an efficient and confidential manner.
provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
may work within clinical environments where conflict resolution may be required.
act as principal point of contact for users of the service eg, individuals from within/outside the Trust, service users and members of the public etc.
work flexibly to meet the needs of the service.
develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.
work with sensitivity and have a good understanding of the service provision and issues experienced by its users.
prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Line Manager.
work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.
use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.
ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.
KEY RESULT AREAS:
1.1 Service provision:
To assist the department with office duties, for example:
- Word processing of correspondence /reports/ other documents accurately via copy or audio from medics, which will include tribunal reports, medical care plans
- To take and transcribe minutes
- Dealing with telephone calls/ messages
- Arrange/Re-arranging/Cancel clinical appointments
- Photocopying/ Filing/ Scanning
- Receiving visitors
- Monitor and maintain department stationery supplies
- Reporting faults
- Mail handling
- Arranging meetings, hospitality, venues, distributing agenda/notes
- Managing diaries
- Create and Maintain Spreadsheets
- Implement policy/procedure
- Demonstrate duties to new starters
- Provide cover for other members of the team.
Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Line Manager/Admin Supervisor, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
Assist the Line Manager/Admin Supervisor as required.
Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services.
Assist in the promotion of an open, welcoming, person-centred culture for service users. Seek and support feedback from service users to aid service improvement as required.
Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) eg, letters, memos, reports, presentations etc, using competent copy, audio tapes, IT skills, accurate data inputting and use of Trust Intranet and Internet as required.
Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards.
Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to service user communication difficulties and psychological, social, physical and spiritual needs.
Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.
Contribute to the smooth running of administrative systems and meeting of all relevant deadlines.
Recognise and respond appropriately to any emergency situation. Contribute to the reduction of hazards in the environment, considering safety, security, theft or damage.
Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities.
Support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes.
Make use of opportunities for sharing good practice and learning.
All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.
We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.
Job description
Job responsibilities
For full job description, please see attached supporting documents.
JOB SUMMARY
Service user contact referred to in this Job description will only apply when working within a clinical area.
The post-holder will:
under the supervison/direction of the Line Manager/Admin Supervisor, seeking support as and when necessary, provide a comprehensive, confidential, Secretarial/administrative service to clinical/support services, in an efficient and confidential manner.
provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
may work within clinical environments where conflict resolution may be required.
act as principal point of contact for users of the service eg, individuals from within/outside the Trust, service users and members of the public etc.
work flexibly to meet the needs of the service.
develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.
work with sensitivity and have a good understanding of the service provision and issues experienced by its users.
prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Line Manager.
work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.
use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.
ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.
KEY RESULT AREAS:
1.1 Service provision:
To assist the department with office duties, for example:
- Word processing of correspondence /reports/ other documents accurately via copy or audio from medics, which will include tribunal reports, medical care plans
- To take and transcribe minutes
- Dealing with telephone calls/ messages
- Arrange/Re-arranging/Cancel clinical appointments
- Photocopying/ Filing/ Scanning
- Receiving visitors
- Monitor and maintain department stationery supplies
- Reporting faults
- Mail handling
- Arranging meetings, hospitality, venues, distributing agenda/notes
- Managing diaries
- Create and Maintain Spreadsheets
- Implement policy/procedure
- Demonstrate duties to new starters
- Provide cover for other members of the team.
Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Line Manager/Admin Supervisor, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
Assist the Line Manager/Admin Supervisor as required.
Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services.
Assist in the promotion of an open, welcoming, person-centred culture for service users. Seek and support feedback from service users to aid service improvement as required.
Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) eg, letters, memos, reports, presentations etc, using competent copy, audio tapes, IT skills, accurate data inputting and use of Trust Intranet and Internet as required.
Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards.
Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to service user communication difficulties and psychological, social, physical and spiritual needs.
Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.
Contribute to the smooth running of administrative systems and meeting of all relevant deadlines.
Recognise and respond appropriately to any emergency situation. Contribute to the reduction of hazards in the environment, considering safety, security, theft or damage.
Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities.
Support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes.
Make use of opportunities for sharing good practice and learning.
All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.
We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.
Person Specification
Special Knowledge & Skills
Essential
- Good written communication skills, with the ability to deal with and prepare routine written correspondence.
- Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.In decision-making and prioritisation.
- Knowledge of Data Protection Act.
- Customer care skills.
- Good interpersonal skills.
- Diversity/Cultural understanding.
- Resilience to pressure and exposure to emotional, distressing situations.
- Non-judgemental, empathetic manner.
- Able to use observation skills to identify potential risks and act appropriately.
- Demonstrates Trust Values.
- Able to fulfil the requirements of the Trusts value based induction.
Desirable
- Knowledge of information governance.
- Problem solving skills.
Qualifications
Essential
- Must be appropriate to the role:
- NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
Experience
Essential
- Recent Secretarial/administrative experience.
- Copy /audio typing if applicable to role.
- Note/minute taking.
- In using email, maintaining and updating paper and electronic diaries, arranging meetings.
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
- In working as an effective team member with minimum supervision.
- In working in a busy environment with competing demands.
- Understanding of the need to maintain strict confidentiality.
- In using a degree of initiative.
- In organising and prioritising own tasks in order to meet deadlines.
Desirable
- In working in a caring environment.
- In dealing with the public.
- Of NHS software programme.
- Leadership skills.
- Customer Care skills.
- Excellent IT skills.
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
- Must be willing/able to undergo job development and training and maintain skills.
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach.
- Dress appropriately for the environment.
- Ability to travel around the Trust as appropriate to role.
Person Specification
Special Knowledge & Skills
Essential
- Good written communication skills, with the ability to deal with and prepare routine written correspondence.
- Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.In decision-making and prioritisation.
- Knowledge of Data Protection Act.
- Customer care skills.
- Good interpersonal skills.
- Diversity/Cultural understanding.
- Resilience to pressure and exposure to emotional, distressing situations.
- Non-judgemental, empathetic manner.
- Able to use observation skills to identify potential risks and act appropriately.
- Demonstrates Trust Values.
- Able to fulfil the requirements of the Trusts value based induction.
Desirable
- Knowledge of information governance.
- Problem solving skills.
Qualifications
Essential
- Must be appropriate to the role:
- NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
- Or, be able to demonstrate competency at level 3.
Desirable
- Willingness to undertake further study/development.
Experience
Essential
- Recent Secretarial/administrative experience.
- Copy /audio typing if applicable to role.
- Note/minute taking.
- In using email, maintaining and updating paper and electronic diaries, arranging meetings.
- In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.
- In working as an effective team member with minimum supervision.
- In working in a busy environment with competing demands.
- Understanding of the need to maintain strict confidentiality.
- In using a degree of initiative.
- In organising and prioritising own tasks in order to meet deadlines.
Desirable
- In working in a caring environment.
- In dealing with the public.
- Of NHS software programme.
- Leadership skills.
- Customer Care skills.
- Excellent IT skills.
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
- Must be willing/able to undergo job development and training and maintain skills.
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post.
- Responsive attitude and approach.
- Dress appropriately for the environment.
- Ability to travel around the Trust as appropriate to role.
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.
