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Job summary

Main area
Administration
Grade
Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week (Monday-Friday between the hours of 08:30-17:00)
Job ref
346-DDA-108-26-B
Employer
Tees, Esk and Wear Valleys NHS Trust
Employer type
NHS
Site
Birch Ward
Town
Darlington
Salary
£28,392 - £31,157 per annum
Salary period
Yearly
Closing
10/08/2026 23:59

Employer heading

Tees, Esk and Wear Valleys NHS Trust logo

Senior Administrator- Medical Secretary

Band 4

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.

From education and prevention, to crisis and specialist care —our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.

We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.

We’re committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.

We won’t rest until everyone in our region has the mental health care they need, to lead their best possible life.

Job overview

An exciting opportunity has arisen for a Band 4 Senior Administrator- Medical Secretary to support Birch Ward/Eating Disorders in patients at West Park Hospital, Darlington  

Your role will consist of being responsible for ensuring the provision of a full secretarial service to consultants, junior medical staff, advanced practitioners, and other staff within the multi-disciplinary team.

To undertake non routine activities which may be delegated by line manager, consultant staff or other members of the multi-disciplinary team.

You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.

Main duties of the job

You will resolve problems which may be received directly from service users, family or carers or referred by members of the administration team. To always interact compassionately with service users and carers. Service users have a range of mental health conditions or learning disabilities.

The post holder will complete secretarial duties for the medical team such as meeting minutes, big hand, diary co-ordination, setting up meetings and dictation and will be the first point of contact for service users, family and carers dealing with a range of enquiries or concerns in person or over the telephone. This may involve arranging for an interpreter.

You will provide a full range of personal assistant duties for medical staff including triaging of e-mails and post, administering annual leave and study leave applications, booking attendance at training events and conferences and liaising with designated staff to ensure accommodation and travel is booked as required.

The successful applicant will be the first point of contact for managers, general practitioners and other healthcare professionals within and external to the Trust, dealing with a range of enquiries, queries or concerns on behalf of consultants and medical team, to support them in communications with all groups or individuals involved in the service.

Cross cover for team secretaries and medical secretaries’ absence will be required.

Working for our organisation

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.

From education and prevention, to crisis and specialist care —our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.

We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.

We’re committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.

We won’t rest until everyone in our region has the mental health care they need, to lead their best possible life.

Detailed job description and main responsibilities

Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.

Previous applicants need not apply.

This job advert may close early if a high volume of applications have been received. If interested, please apply for this post as soon as possible.

 

 

 

Person specification

Qualifications

Essential criteria
  • BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale
  • IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience
  • Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)

Experience

Essential criteria
  • Implementing and maintaining systems and processes within an administration team
  • Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
  • Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information
  • Co-ordinating meetings and associated duties
  • Extracting data and report preparation
  • Participation in service and quality improvement initiatives
  • Advanced typing skills and inputting data accurately and efficiency

Knowledge

Essential criteria
  • Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines
  • A sound understanding of quality improvement initiatives
  • Organising and completing demands and workloads meeting deadlines using delegation where necessary
  • Problem solving for an area of work or developing alternative or additional procedures.

Employer certification / accreditation badges

We are a Living Wage EmployerVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleAge positiveImproving working livesArmed Forces Covenant (Silver Award)Mindful employer.  Being positive about mental health.Disability confident employerNHS Rainbow badgeStep into healthArmed Forces CovenantBetter Health at Work Gold Award

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Documents to download

Apply online now

Further details / informal visits contact

Name
Clare Graham
Job title
Locality Admin Manager
Email address
[email protected]
Telephone number
01642 368315
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