Hertfordshire Partnership University NHS Foundation Trust

Team Administrator/Medical Secretary

The closing date is 16 September 2025

Job summary

We are looking for a motivated individual to join our Medical Secretarial team within the Adult Community Mental Health Services based in Ware.

Our Administrators are pivotal to our work in providing first line contact to people who call us, and in providing a comprehensive, professional and effective administrative support to our team.

You will have the ability to work well within a team environment and be able to manage and prioritise workload, being able to work on their own initiative with minimal supervision.

In return, we offer structured supervision and access to training and development as part of your own personal development and support plan. A friendly and supportive team environment.

Main duties of the job

The job role involves providing comprehensive, professional, and effective secretarial and administrative support to the Adult Community Mental Health Service. You will be responsible for audio typing, booking appointments for clinics and meetings, answering the telephone, taking messages, passing relevant queries to the duty worker, organising rooms, sending out agendas, taking meeting minutes and other general administrative duties.

This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, you must display a considerable degree of tact, possess mature judgement and maintain a calm, friendly and efficient manner.

The right person will be able to work with a degree of autonomy and apply a high degree of confidentiality to all of their work.

About us

Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission.

Our family of over 4,000 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.

Date posted

02 September 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,860 to £31,671 a year per annum, pro rata (Inclusive of 5% HCAS)

Contract

Permanent

Working pattern

Part-time

Reference number

367-ACMS-9688

Job locations

Cygnet House, 1 Old College Court, Priory Street, Ware, SG12 0DE

1 Old College Court, Priory Street

Ware

SG12 0DE

Job description

Job responsibilities

To be highly skilled and experienced in the full range of secretarialwork practices, software programmes, and specialised functionalterms.

To be proficient in the use of dictation software.

Processing clinic letters, produce appointment letters and enter appointments in the electronic patient record (currently PARIS) and paper diary.

To be proficient in using the electronic patient record for administrative purposes.

To use knowledge, and experience to assist other members of the admin team when requested to undertake additional admin tasks such as scanning, photocopying, answering the telephone etc.

To update skills as necessary and attend mandatory training

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/qualifications when working autonomously and managing own work.

For a more comprehensive Job and Person Specification please read attached before applying

Job description

Job responsibilities

To be highly skilled and experienced in the full range of secretarialwork practices, software programmes, and specialised functionalterms.

To be proficient in the use of dictation software.

Processing clinic letters, produce appointment letters and enter appointments in the electronic patient record (currently PARIS) and paper diary.

To be proficient in using the electronic patient record for administrative purposes.

To use knowledge, and experience to assist other members of the admin team when requested to undertake additional admin tasks such as scanning, photocopying, answering the telephone etc.

To update skills as necessary and attend mandatory training

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/qualifications when working autonomously and managing own work.

For a more comprehensive Job and Person Specification please read attached before applying

Person Specification

Qualifications

Essential

Audio Typing
Competent in Windows and Word applications
Good general education

Desirable

ECDL
Familiar with medical terminology

Experience

Essential

2 years experience working in an office environment
Experience recording and typing up meeting minutes

Desirable

Experience working in the NHS

Knowledge & Skills

Essential

Good knowledge of IT and Windows applications
Good organisational abilities, with good time management skills
Able to demonstrate good verbal and written communication skills
Understanding of confidentiality

Desirable

Knowledge and understanding of health records

Person Specification

Qualifications

Essential

Audio Typing
Competent in Windows and Word applications
Good general education

Desirable

ECDL
Familiar with medical terminology

Experience

Essential

2 years experience working in an office environment
Experience recording and typing up meeting minutes

Desirable

Experience working in the NHS

Knowledge & Skills

Essential

Good knowledge of IT and Windows applications
Good organisational abilities, with good time management skills
Able to demonstrate good verbal and written communication skills
Understanding of confidentiality

Desirable

Knowledge and understanding of health records

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

Cygnet House, 1 Old College Court, Priory Street, Ware, SG12 0DE

1 Old College Court, Priory Street

Ware

SG12 0DE

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

Cygnet House, 1 Old College Court, Priory Street, Ware, SG12 0DE

1 Old College Court, Priory Street

Ware

SG12 0DE

Employer's website

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