Central and North West London NHS Foundation Trust

Medical Secretary/Administrator

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Job summary

The Milton Keynes Community Team for Adults with Learning Disabilities (MK CTALD) is an integrated NHS and Local Authority service. We are looking for an experienced administrator to join our dynamic multidisciplinary team located at the Civic Offices in Central Milton Keynes.

This is a rare opportunity to fulfil the medical secretary and business support functions for the team and contribute to the efficient delivery of learning disability services in Milton Keynes.

Please note there are new visa changes in place from 9th April 2025, the eligibility for a sponsorship has changed. Before submitting your application, please check out below link for further information regarding the qualifications or salary requirement to qualify for a skilled worker sponsorship: New rules to prioritise recruiting care workers in England - GOV.UK

Main duties of the job

The Medical Secretary/Administrator will provide support to the team Consultant Psychiatrist, Speciality Doctor, and the Multi-Disciplinary team as required. Administrative staff act as a first point of contact on the telephones. Administrative tasks range from word processing, data entry, preparation, and distribution of post, arranging and documenting meetings, receiving, and disseminating information, and the provision of a receptionist and duty service to enable the team to carry out a range of clinical activity as quickly and effectively as is required. The Medical Secretary is responsible for supporting various staff including Consultant Psychiatrists, Team Managers, Community Nurses, Nurse Prescribers, Occupational Therapists, Physiotherapists, Speech and Language Therapists, Peer Support Workers, and Support Workers.

The post holder will work closely with other administrative staff within CNWL and Milton Keynes City Council Business Support Hub, sharing work where necessary and providing cover for leave purposes.

*Please note that the use of AI is monitored and if used in your application must be declared*

About us

This is a rare opportunity to join our team and contribute to the delivery of learning disability services in Milton Keynes.

Working to provide administrative support to our dedicated team you will help to improve the lives of people with Learning disabilities and their carers.

Date posted

16 July 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year p.a

Contract

Permanent

Working pattern

Full-time

Reference number

333-D-MK-LD-0032

Job locations

Civic offices

1 Saxon Gate East

Milton Keynes

MK9 3EJ

Job description

Job responsibilities

To prepare documents (letters, memos, reports etc.) by copy or audio typing using Microsoft office software, ensuring all policies and procedures are adhered to.

To be first point of contact for the service and manage telephone/email enquiries from external bodies, Trust staff, clinicians, service users and relatives - the post holder is required to exercise sound judgment and handle such calls in an appropriate and professional manner, referring complex matters to relevant senior colleagues and taking messages when necessary.

To support and enhance effective communication within the team and partner agencies.

To prioritise workload according to service needs and effectively manage conflicting demands by developing and maintaining systems of administrative support to the team.

To input/output data to relevant systems/platforms/databases as required in line with Trust procedures and protocols.

To ensure filing systems are maintained to a high standard and in line with GDPR and Trust Information Governance requirements.

To ensure the maintenance of sufficient stock levels of team critical equipment.

To arrange meetings and training events for the team (including travel and bookings).

To support meeting Chairs, taking, and distributing minutes as requested.

To support team colleagues in the maintenance of their calendars, ensuring their adherence to lone working practices including provision of up-to-date emergency contact information.

To maintain a diary of activities and/or room bookings to facilitate effective use of resources.

To liaise with IT Department re. data, network, access, and equipment need of team and its members.

To develop and maintain internal and external contact lists.

To participate in the induction of new or temporary staff to the team.

To understand health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff, and visitors, reporting building repairs required to the responsible department.

To liaise with domestic services staff to ensure the environment is kept clean and reporting any recurring problems to the responsible manager.

This is not an exhaustive list of duties and responsibilities, the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.

Management Information Systems:

To assist with the input and retrieval of client details, statistical and clinical information using a spreadsheet, database or relevant clinical or business information system

Communication:

Service Users/Carers/Visitors/Public Non-clinical advice and information.

Clinical staff receive and provide information relating to service users.

General Practitioners receive and provide information relating to service users.

Outside agencies social services, voluntary organisations receive and provide information relating to the team/service.

Training:

To participate in local induction of new employees to the Operational Team

To participate in the Trusts Appraisal, Supervision and Training programmes

To undertake any necessary training requirements to fulfil the objectives of the post and to enhance personal knowledge and development.