Medical Secretary

A vacancy has arisen for a Medical Secretary to support the Consultant Psychiatrist and their medical team for the Mental Health Liaison Services based at Basildon Hospital. This is a fixed‑term contract ending 31/05/2026. Hours are Monday to Friday 0900–1700, with some flexibility on start times. Main duties of the job Provide comprehensive administrative and secretarial support to the Consultant(s) and their team. Produce documents such as clinic letters, discharge summaries, clinician reports, general correspondence, minutes, and presentations using audio, shorthand or copy‑typing skills as required. Ensure discharge summaries and other time‑sensitive information are typed within the designated time limits. Manage and prioritise own workload, frequently under pressure and without supervision. React quickly to urgent situations to coordinate an excellent service for patients, carers, health professionals and other bodies. Maintain good relationships with other medical/professional staff, ensuring urgent matters receive timely attention. Pass on information received from patients/carers regarding health conditions, medication, problems, etc., to the Consultant accurately and promptly. Relay clinical advice to patients, carers, GPs and the clinical team, acting on the Consultant’s instructions. Maintain and update the Consultant’s diary, arrange meetings, handle room bookings, prepare agendas and related papers. Assist with arrangements for training programmes and conferences, ensuring documentation and logistical support is in place. Provide support to the Consultant in research, service development, clinical director duties, SI investigations, complaints handling, etc., delivering a professional service in line with Trust policies. Arrange investigation appointments for patients (e.g., bloods, EEGs, ECGs, X‑rays, MRIs) and ensure results are communicated to the Consultant. Work as part of the clinical support team to deliver comprehensive and effective administration across the directorate. Advise and demonstrate workplace routines to new or less experienced staff within the team. Maintain confidentiality with all clinical information and protected patient data. Use and update electronic patient records systems, adding clinical information, personal data, and communication logs in a timely fashion. Provide secretarial cover to other Consultant teams as necessary for sick or annual leave cover. Process applications for doctors’ annual and study leave, ensuring coverage arrangements are communicated. Sort, record and action post, e‑mail, and telephone enquiries, drafting responses where appropriate. Cooperate with others to maintain efficient filing, records, and bring‑forward systems with proper indexing and accessibility. Access NHS and Trust information systems to retrieve patient‑care related information. Take responsibility for the care and maintenance of office equipment; report problems to IT or relevant services. Assist with the collection and collation of statistical and other data relevant to the Consultant’s work. Provide day‑to‑day support to new and temporary staff as part of induction and teamwork. Assist in the induction of trainee doctors, supplying template letters, admission and discharge summaries, and activity timetables. Maintain a log of personal safety alarms, Dictaphone, bleeps, and keys for staff induction and change‑over. Adhere to principles and processes defined within the equal‑opportunity provision. Report health & safety issues or fire hazards to the Manager and take immediate action to minimise risk. Fully comply with GDPR and related policies. Ensure strict confidentiality of sensitive business information. Audio typing skills and previous secretarial experience in a similar role would be highly beneficial. Previous medical secretarial experience in a mental health or NHS setting with clinical systems knowledge is desirable. Important note: please ensure that as part of your application, you include professional references with business contact information covering the last three years of employment history. We do not accept personal or character references. As a newly appointed employee, you are responsible for the cost of your initial DBS check relevant to your post; the amount will be deducted from your first salary with the Trust. Our Trust is an Equal Opportunities Employer. We particularly welcome applications from people with experience of using mental health services. We also hold the Disability two‑tick symbol and are committed to employing more people with learning disabilities. If you require this application form in another format (Braille, audio tape, etc.), please contact the Recruitment Department on 01375 364513 or email [email protected]. COVID vaccination is required for this role in accordance with the Health and Social Care Act 2008 (Regulated Activities) (Amendment) (Coronavirus) Regulations 2021. Benefits 27 days holiday, plus bank holidays, rising to 33 days after 10 years of service. Excellent pension up to 14.5 % of pensionable pay. Staff discounts including Blue Light Card, NHS discount offers, and other benefits. £8,000 relocation package if you move to Essex to join us. Season ticket loans are interest‑free to cover commuting costs. Flexible working: available from day one for most roles. #J-18808-Ljbffr