Job overview

Are you an experienced medical secretary or team leader looking to step into a visible and rewarding management role? Do you enjoy improving systems, supporting others, and playing a key part in delivering safe, timely care?

We are looking for a confident, organised and forward-thinking Medical Secretary Team Manager to lead our team of medical secretaries across Cheltenham and Gloucester, within the Children and Adolescent Mental Health Service (CAMHS).

This pivotal role is responsible for:
• Line management of Band 3 and 4 medical secretaries
• Oversight of admin workflows: letters, bookings, referrals, duty rota, and inboxes
• Maintaining high service standards, with clear expectations for turnaround, escalation, and team flexibility
• Implementing standard operating procedures and ensuring consistency across sites
• Supporting digital developments such as the patient portal, e-prescribing, and automation

You’ll work closely with Consultant Psychiatrists, clinical leads, and service managers, acting as a key contact for admin queries and supporting overall service flow. If you're passionate about team leadership, service delivery, and making a difference for children, young people and families — we’d love to hear from you.

Main duties of the job

•    Provide effective day-to-day line management to a team of medical secretaries across the Acorn and Evergreen teams (approx. 10 staff), including recruitment, induction, supervision, appraisals, and performance management.
•    Monitor staff compliance with Trust policies, statutory obligations, and mandatory training.
•    Maintain accurate personnel records, including contracts, variations, absence, annual leave, and sickness.
•    Act as budget holder for designated non-pay and staffing areas, in line with delegated authority from the Medical Lead.
•    Work closely with the Medical Lead, CAMHS Operational and Admin Leads to ensure aligned service delivery across CAMHS to meet business planning objectives
•    Coordinate medical secretary cover, including sourcing bank staff during absences and responding flexibly to changes in service need.
•    Providing oversight and management of the Consultant/Medical Team diaries effectively and efficiently, including organisation of annual leave.
•    Notifying other Consultants of the absence of a consultant to ensure there is adequate medical cover; notifying in a timely manner regarding any adjustments needed to the Consultant on-call Rota’s.
•    Adopt a constantly flexible approach to ensure that all medical secretary team objectives are completed efficiently and within given timescales. This may involve the need to travel across Trust sites to assist colleagues during absence or with peaks of work.

Working for our organisation

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people’s homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us.  In the latest staff survey, 61% of colleagues gave us their views.  It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust’s priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement.  However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.