Medical Secretary

Devon Partnership NHS Trust

The closing date is 18 May 2025

Job summary

An exciting administration opportunity has arisen to work within The Junipers (0.6wte) as a Medical Secretary.

The Junipers is a state-of-the-art, 10 bed Psychiatric Intensive Care Unit (PICU), based in the grounds of Wonford House.

The post-holder will be responsible for providing effective and efficient clerical and administrative support to an assigned Consultant, associated medical staff and the multi-disciplinary team where appropriate.

There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. The post holder will have high standard of abilities using Microsoft Office packages and experience of using bespoke IT systems.

The role will involve the coordination and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems.

The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.

Main duties of the job

Key Responsibilities include:

Comprehensive diary management and ensuring Consultant/associated team members are briefed and ready for meetings and appointments
Provide general administrative function for the Consultant, which will include being point of contact.
Collate and distributing reports/papers for meetings chaired by the Consultant/associated team and ensuring the agenda is sent out to report authors and attendees in advance
Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records
Supporting the Consultant and team by ensuring that records are up to date on all staffing and patient systems and that items are dealt with quickly and efficiently on appropriate finance systems

Excellent planning and organisation skills
Excellent written and verbal communication skills
Collegiate approach and diligent
Takes pride in their work and consistently strives to produce work of the highest standard
Excellent time management skills to manage their own time and that of the Consultant they support
Experience of prioritising a varied and busy workload

About us

About Devon Partnership Trust

We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.

We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do

Our values

We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.

We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.

Date posted

06 May 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

C9369-25-0151-2

Job locations

The Junipers

Dryden Road

Exeter

EX2 5AG

Job description

Job responsibilities

Please see the attached Job Description and Person specification for the job role which gives of the criteria.

Job description

Job responsibilities

Please see the attached Job Description and Person specification for the job role which gives of the criteria.

Person Specification

Qualifications

Essential

RSA 3 Word Processing or equivalent level of experience in practice.
NVQ3 in administration or equivalent level administrative knowledge and experience.
Evidence of continuing professional and personal development.

Desirable

Shorthand or Speedwriting.
AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification.

Communication and Working Relationship Skills

Essential

Excellent interpersonal and communication skills both written and verbal.
Able to deal confidentially and tactfully with people at all levels.
Experience in dealing with people in distress in a calm and confident manner.

Experience

Essential

Excellent organisational skills.
Experience of dealing with confidential and complex information.
Ability to take accurate formal and informal minutes.
Experience of general office routine and filing systems.

Desirable

Previous experience in a Medical Secretarial role.

Knowledge

Essential

Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
Working knowledge of a range of administrative procedures including diary management and arranging appointments.
Ability to manage diverse workload whilst dealing with frequent interruptions.
Ability to meet deadlines and to work under pressure.

Planning and Organisational Skills

Essential

Plan and prioritise own workload, ability to meet deadlines and work under pressure.

Person Specification

Qualifications

Essential

RSA 3 Word Processing or equivalent level of experience in practice.
NVQ3 in administration or equivalent level administrative knowledge and experience.
Evidence of continuing professional and personal development.

Desirable

Shorthand or Speedwriting.
AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification.

Communication and Working Relationship Skills

Essential

Excellent interpersonal and communication skills both written and verbal.
Able to deal confidentially and tactfully with people at all levels.
Experience in dealing with people in distress in a calm and confident manner.

Experience

Essential

Excellent organisational skills.
Experience of dealing with confidential and complex information.
Ability to take accurate formal and informal minutes.
Experience of general office routine and filing systems.

Desirable

Previous experience in a Medical Secretarial role.

Knowledge

Essential

Intermediate IT skills in Microsoft Office Packages, ie Word, Excel, PowerPoint and Outlook.
Working knowledge of a range of administrative procedures including diary management and arranging appointments.
Ability to manage diverse workload whilst dealing with frequent interruptions.
Ability to meet deadlines and to work under pressure.

Planning and Organisational Skills

Essential

Plan and prioritise own workload, ability to meet deadlines and work under pressure.

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.