Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week
- Job ref
- 367-LD&F-10123
- Employer
- Hertfordshire Partnership NHS Foundation Trust
- Employer type
- NHS
- Site
- Kao Park 2, Reception 2
- Town
- Harlow
- Salary
- £28,860 - £31,671 per annum, pro rata (inclusive of 5% HCAS)
- Salary period
- Yearly
- Closing
- 15/03/2026 23:59
Employer heading
Medical Secretary
NHS AfC: Band 4
Values Based Screener
At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below. When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.
Job overview
To provide a comprehensive, professional, effective secretarial and administrative service to the Consultant Psychiatrist and team, who are part of the Mid West Essex Medical Department. The post holder is the first point of reference and as such must display a considerable degree of initiative, possess mature judgement and maintain a calm, friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors.
The post holder will be required to work independently using initiative and applying a high degree of confidentiality to all their work, to undertake non-routine duties without direct supervision, working within broad procedural guidelines and to make non-clinical decisions.
Main duties of the job
· Responsibility for ensuring all correspondence is accurately and appropriately presented using current 'methodologies and medical terminology used by the Consultant Psychiatrists and the LD Community Teams.
· To be highly skilled and experienced in the full range of secretarial work practices, software programmes and specialised functional terms.
· To be highly proficient and expert in compiling and updating patient notes and on the Client Information System, for which the job holder will undertake training.
· To use proficient Internet skills to access, search and retrieve data relevant to the job.
· To use touch typing, audio and shorthand skills as necessary in daily work.
· To use knowledge and experience to meet the needs of the Consultant Psychiatrists and the team by completing non-routine tasks on a daily basis.
· To update skills as necessary and attend all required HPFT mandatory training relevant to the post.
· To work unsupervised on a daily basis, prioritising own workload, using initiative as to' what is routine and what is urgent.
· To use agreed guidelines/procedures and developed knowledge, skills and qualifications when working autonomously and managing own work.
· To participate in yearly appraisals with supervisor or line manager.
Working for our organisation
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission.
Our family of over 4,500 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Detailed job description and main responsibilities
• To give non clinical advice only.
• To be responsible for informing service users of appointments, changes to appointments, cancellations - in person, by telephone or by letter.
• To negotiate agreement and co-operation from service users, using tact at all times.
• To be the first point of call for service users, using developed communication skills and liaising with others to ensure the best possible care.
• To maintain and be responsible for maintaining equipment used and reporting faults as necessary.
Person specification
Qualifications
Essential criteria
- Educated to Secondary Level with GCSE qualifications or equivalent
- NVQ3/RSA3 or equivalent experience
- Willingness to complete further training and qualification identified as appropriate to the role
Desirable criteria
- European Computer Driving Licence or equivalent
- Communications skills / Leadership training
Experience
Essential criteria
- Extensive experience of working in an office environment.
- Knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience.
- Range of work procedures and practices; base level of theoretical knowledge.
- Knowledge and experience to deal with non-routine issues such as problem solving for an area of work or developing alternative or additional procedure
Desirable criteria
- Knowledge of specialist functional / medical/legal terms, organisational policies and procedures
Skills
Essential criteria
- Microsoft Word Packages
- To be proficient in diary management.
- Proficient in email management
- Extensive experience of working in an office environment. Knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience. Range of work procedures and practices; base level of theoretical knowledge. Knowledge and experience to deal with non-routine issues such as problem solving for an area of work or developing alternative or additional procedure Knowledge of specialist functional / medical/legal terms, organisational policies and procedures A/I/T √ √ √ A/I/T √ SKILLS/KNOWLEDGE/ABILITY Microsoft Word Packages To be proficient in diary management. Proficient in email management Maintain a filing system, both paper and computerised systems.
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
- Range of routine work procedures requiring job training.
- Knowledge of administrative systems, admission, patient information systems, hospital departments, clerical / office procedures, data input procedures acquired through on-the-job training
- Calm and efficient when resolving issues
- Able to use their own judgement to find solutions to visitor/staff requests/needs through the use of analytical and problems solving skills.
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Shannen Ellis
- Job title
- Service Coordinator - Admin Manager
- Email address
- [email protected]
- Telephone number
- 07505 776898
If you have problems applying, contact
- Address
-
The Colonnades
Hatfield
AL10 8YE
- Telephone
- 07484 987720
List jobs with Hertfordshire Partnership NHS Foundation Trust in Administrative Services or all sectors