Hertfordshire Partnership University NHS Foundation Trust

Medical Secretary

The closing date is 11 August 2025

Job summary

The post holder will be responsible for providing Medical Secretary support to Responsible Clinician, as well as working closely with other members of the administration team to ensure a professional, comprehensive and consistent admin service. Often, as the first point of contact for Service Users Carers and external organisations the post holder is responsible for conveying the correct impression for the whole of the Trust. The post requires working autonomously, prioritizing your own workload whilst following established policies and procedures.

Key duties will include supporting the clinicians and other professions with administrative tasks such as scheduling clinics and Service User appointments and meetings. Familiarity with letter writing and minute taking of clinical meetings and maintaining records, liaising with MOJ, Courts, MAPPA, Solicitor firms, instructing courts to get CVP links, CTR and CPA processes, NHSE Case Manager and arranging Teams meetings when required.

Main duties of the job

Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team

To be highly skilled and experienced in the full range of administrative work practices, software programmes and specialist functional terms

To be familiar with all aspects of diary management, arranging meetings and taking notes as required

To use proficient internet skills to access, search and retrieve data relevant to the team

To use touch typing and audio skills as necessary in daily work

To maintain essential data on EPR

To use knowledge and experience to meet the needs of the team by completing non routine tasks

To update skills as necessary and attend mandatory training

To provide mentorship to lower banded roles where appropriate

To provide cover for other administrators in a similar role and to those of a lower band where appropriate

To use knowledge and experience to meet the needs of the team by completing non routine tasks

To update skills as necessary and attend mandatory training

To provide mentorship to lower banded roles where appropriate

To provide cover for other administrators in a similar role and to those of a lower band where appropriate

About us

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.

Our family of over 4000 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.

The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Our Trust values are:

Welcoming. Kind. Positive. Respectful. Professional.

These values are at the core of who we are, everything we do, and how we do it!

Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?

Date posted

28 July 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,857 to £30,570 a year per annum, pro rata (Inclusive of 5% HCAS)

Contract

Permanent

Working pattern

Part-time

Reference number

367-LD&F-9387-C

Job locations

Warren Court

Woodside Road

Abbots Langley

WD5 0HT

Job description

Job responsibilities

Duties and Responsibilities

Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team

To be highly skilled and experienced in the full range of administrative work practices, software programmes and specialist functional terms

To be familiar with all aspects of diary management, arranging meetings and taking notes as required

To use proficient internet skills to access, search and retrieve data relevant to the team

To use touch typing and audio skills as necessary in daily work

To maintain essential data on EPR

To use knowledge and experience to meet the needs of the team by completing non routine tasks

To update skills as necessary and attend mandatory training

To provide mentorship to lower banded roles where appropriate

To provide cover for other administrators in a similar role and to those of a lower band where appropriate

Job description

Job responsibilities

Duties and Responsibilities

Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team

To be highly skilled and experienced in the full range of administrative work practices, software programmes and specialist functional terms

To be familiar with all aspects of diary management, arranging meetings and taking notes as required

To use proficient internet skills to access, search and retrieve data relevant to the team

To use touch typing and audio skills as necessary in daily work

To maintain essential data on EPR

To use knowledge and experience to meet the needs of the team by completing non routine tasks

To update skills as necessary and attend mandatory training

To provide mentorship to lower banded roles where appropriate

To provide cover for other administrators in a similar role and to those of a lower band where appropriate

Person Specification

QUALIFICATIONS/EDUCATION/TRAINING

Essential

Educated to Secondary Level with GCSE qualifications or equivalent
NVQ3/RSA3 or equivalent experience
Willingness to complete apprenticeship or other appropriate training / qualification pertain to the role
European Computer Driving Licence or equivalent

Desirable

Communications skills / Leadership training

PREVIOUS EXPERIENCE

Essential

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 nonroutine 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

Person Specification

QUALIFICATIONS/EDUCATION/TRAINING

Essential

Educated to Secondary Level with GCSE qualifications or equivalent
NVQ3/RSA3 or equivalent experience
Willingness to complete apprenticeship or other appropriate training / qualification pertain to the role
European Computer Driving Licence or equivalent

Desirable

Communications skills / Leadership training

PREVIOUS EXPERIENCE

Essential

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 nonroutine 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

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.

Employer details

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

Warren Court

Woodside Road

Abbots Langley

WD5 0HT

Employer's website

https://www.hpft.nhs.uk/careers/ (Opens in a new tab)

Employer details

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

Warren Court

Woodside Road

Abbots Langley

WD5 0HT

Employer's website

https://www.hpft.nhs.uk/careers/ (Opens in a new tab)