Devon Partnership NHS Trust

Medical Support Secretary

The closing date is 17 February 2026

Job summary

Our wonderful Medical support secretary is going on secondment for 12 months - are you the person to keep our team going? If so please have a look at how you could help us and apply. Interviews will be in person at Torbay Hospital on Thursday 26th February 2026.

Job Purpose

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 you will be highly motivated, flexible and multi-skilled with excellent organisational skills. You will need to have a high standard of abilities using Microsoft Office packages and experience of using bespoke IT 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
Transcribe comprehensive dictation from audio recordings into letters, reports, minutes or directly onto patient records
Provide general administrative function for the Consultant, which will include being point of contact, writing detailed letters and reports for the Consultant and associated team to approve
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
Event coordination and planning as required
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

Profile:

Excellent planning and organisation skills
Excellent attention to detail
Enthusiastic and confident to challenge
Takes pride in their work and consistently strives to produce work of the highest standard
Experience of prioritising a varied and busy workload their own and that of the Consultant they support and using initiative
Experience of working under pressure with the ability to work to and achieve deadlines.

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

12 February 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

C9369-26-0085

Job locations

Haytor Ward

Torbay Hospital

Torquay

Devon

TQ2 7AA

Job description

Job responsibilities

Please see attached person specification and job description for full details of the role and the duties required.

Job description

Job responsibilities

Please see attached person specification and job description for full details of the role and the duties required.

Person Specification

Knowledge

Essential

Evidence of continuing professional and personal development
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
Experience or understanding of creating electronic records, electronic filing systems
Electronic data base management.
Ability to manage diverse workload whilst dealing with frequent interruptions
Ability to meet deadlines and to work under pressure
Exceptional organisational skills and ability to prioritise
Ability to work both independently and as part of a team
Ability to provide a high standard of secretarial support for meetings e.g. organising, booking venues and minute
taking
Knowledge of our business and how it supports patient care
Advanced Keyboard skills

Experience

Essential

Excellent organisational skills.
Proven administration skills including typing on Microsoft office packages to 40 WPM
Ability to prioritise workload and adapt to change when required
Experience of working as part of a team
Experience of dealing with confidential and complex information
Ability to take accurate formal and informal minutes
Demonstrate good numeracy and literacy skills
Experience of general office routine and filing systems
Accuracy and attention to detail

Desirable

Previous NHS experience of working in a Healthcare or Social Care administrative setting
Experience of Audio transcription
Experience of Mental Health environments

Qualifications

Essential

Business Administration Level 3 / T Level qualification in Management and Administration, or equivalent experience.
GCSE English or equivalent
Evidence of continuing professional and personal development

Desirable

AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification.
ICDL (International Computer Driving License), or equivalent experience.

Person Specification

Knowledge

Essential

Evidence of continuing professional and personal development
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
Experience or understanding of creating electronic records, electronic filing systems
Electronic data base management.
Ability to manage diverse workload whilst dealing with frequent interruptions
Ability to meet deadlines and to work under pressure
Exceptional organisational skills and ability to prioritise
Ability to work both independently and as part of a team
Ability to provide a high standard of secretarial support for meetings e.g. organising, booking venues and minute
taking
Knowledge of our business and how it supports patient care
Advanced Keyboard skills

Experience

Essential

Excellent organisational skills.
Proven administration skills including typing on Microsoft office packages to 40 WPM
Ability to prioritise workload and adapt to change when required
Experience of working as part of a team
Experience of dealing with confidential and complex information
Ability to take accurate formal and informal minutes
Demonstrate good numeracy and literacy skills
Experience of general office routine and filing systems
Accuracy and attention to detail

Desirable

Previous NHS experience of working in a Healthcare or Social Care administrative setting
Experience of Audio transcription
Experience of Mental Health environments

Qualifications

Essential

Business Administration Level 3 / T Level qualification in Management and Administration, or equivalent experience.
GCSE English or equivalent
Evidence of continuing professional and personal development

Desirable

AMPSPAR or BSMA Certificate in Medical Terminology or equivalent qualification.
ICDL (International Computer Driving License), or equivalent experience.

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.