P.A /Medical Secretary to Inpatient Consultants and Therapies Lead

We are looking to recruit an experienced, professional, and highly organised Band 4 Medical Secretary/Personal Assistant to provide comprehensive administrative and PA support to our Consultant Psychiatrists and Therapies teams across Herm Ward and St Brelades Ward at Alderney Hospital in Poole.

This is an exciting opportunity to join the Business Administration Team, playing a key role in supporting the delivery of high-quality mental health services. You will work closely with the Consultant Psychiatrists, multidisciplinary teams, and colleagues across the organisation, helping to ensure the smooth and effective running of services.

As part of a supportive and collaborative team, you will be guided by the Business Support Manager, who provides leadership and oversight for the role, alongside the wider team of Business Coordinators and Business Assistant. You will be joining a friendly and experienced administration team that values professionalism, teamwork, and continuous improvement.

We are seeking a candidate with excellent communication, organisational, and secretarial skills, together with the ability to manage competing priorities, maintain confidentiality, and provide a high standard of support within a busy healthcare environment.

This is a full-time position (37.5 hours per week).

Key Responsibilities

• To provide proactive Medical Secretary and P.A. services to the Consultant Psychiatrists and their medical teams, including maintaining an electronic diary of appointments, taking messages, drafting correspondence/replies, and dealing with confidential information relating to patients and medical staff. Emphasis on organising admission and discharge planning meetings, monitoring mental health act due dates, and aligning this with the medical team to meet all deadlines.
• Contribute to the implementation and administration of computer data collection systems ensuring information is recorded accurately and on a regular and timely basis.
• To ensure the provision of an effective and efficient secretarial and administrative support to the wider clinical team, including dealing with telephone enquiries, relatives, GP’S, social workers, and other agencies maintaining good communication between all of the Adult Inpatient Teams and Services.
• To maintain and coordinate annual leave and study leave for the Consultants ensuring the service is adequately covered.
• When required, maintain confidential files concerning patients’ correspondence, reports, and departmental matters in line with NHS procedures.
• To collect and submit statistical returns for the teams.
• To maintain up-to-date data scanning and filing system and provide statistics as and when required.
• The post holder may be required to process distressing information relating to service users, e.g. typing letters/mental health reports.