Job summary
- Main area
- Admin & Clerical
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Mon - Fri 9-5)
- Job ref
- 186-996-26-MH
- Employer
- Nottinghamshire Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Lings Bar Hospital
- Town
- Gamston Nottinghamshire
- Salary
- £25,760 - £27,476 Per annum (pro rata for part time)
- Salary period
- Yearly
- Closing
- 15/11/2026 23:59
Employer heading
Clinical Team Secretary
Band 3
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Job overview
An exciting opportunity has arisen for an enthusiastic individual to join the Admin Team at the Memory Assessment Service (MAS) in the role of Clinical Team Secretary based at Lings Bar Hospital.
As a member of the administration team, you will ensure a high-quality and efficient administration service is provided to the Clinical Team. You will be required to have good written and verbal communication skills, have excellent skills in Microsoft Office packages and have experience of working in a busy office environment.
Main duties of the job
Provide an efficient secretarial/administration/reception support service
Produce high quality reports within agreed deadlines as required
To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing as well as general administration support services. To deal with requests and enquiries and forward them to the relevant team member
Facilitate meetings including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking
To be able to work flexibly and provide cover which may include the requirement to travel to different sites
Working for our organisation
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment
Detailed job description and main responsibilities
Booking courses, accommodation and travel requests as and when required
To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
Responsible for ensuring that accurate work is completed within the time limits and standards set
To work effectively both independently and as a team member
Responsible for own Mandatory Training requirements
To ensure medical records are filed in line with Information Governance procedures
Resolve or signpost queries from patients, carers, internal departments and external agencies as appropriate
To ensure patient referrals are processed and to timely input, update, maintain information and resolve queries on the patient database.
To ensure patient’s notes are pulled, requested and tracked in a timely manner in preparation for the clinics and ensure
any follow-ups/appointments are actioned
Provide an efficient secretarial/administration/reception support service
Produce high quality reports within agreed deadlines as required
To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing as well as general administration support services To deal with requests and enquiries and forward them to the relevant team member
Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking
To be able to work flexibly and provide cover which may include the requirement to travel to different sites
To collect and maintain accurate team information with regards to training undertaken, Clinical Supervision and any other database
To monitor and order stock and non-stock items as required
To undertake any other duties that would be a reasonable expectation of the role
Person specification
Qualifications
Essential criteria
- Typing qualification or equivalent
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
Desirable criteria
- RSA 3 or Equivalent
Experience
Essential criteria
- Minute taking experience
- Scheduling/ Diary Management
- Proficient use of Microsoft Office software
- Previous experience of working in an office environment
- Ability to work as an effective team member
- Maintain electronic records/information on computer
Desirable criteria
- NHS experience
- Some audio-typing experience
Contractual Requirements
Essential criteria
- Ability to travel between venues
- Requirement to complete Mandatory Training
Physical requirements
Essential criteria
- Requirement for sitting in a restricted position for a substantial proportion of the working time
Skills
Essential criteria
- Excellent interpersonal/communication skills
- Good numeracy and literacy skills
- Administrative skills
Values and Behaviours
Essential criteria
- All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion and Teamwork
- All colleagues are expected to demonstrate an understanding of, and commitment to, Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust’s expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Alice Doyle
- Job title
- Admin Lead
- Email address
- [email protected]
- Telephone number
- 0115 952 9494
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