Senior Administrator - Medical Secretary

NHS; England; On-site; GBP 27,000 - 31,000; Part time

Job summary

A healthcare organization in the UK is looking for a Senior Administrator – Medical Secretary to join their Assertive Outreach team. This part-time role (22.5 hours/week) offers a chance to enhance administrative practice in mental health care. Responsibilities include diary management, processing letters, and supervising staff. Applicants should have relevant qualifications and experience in a busy administration environment. Benefits include annual leave, NHS discounts, and access to wellbeing support.

Benefits

27 days annual leave plus bank holidays

NHS staff discounts

Monthly staff prize draw

Car lease scheme

Access to Trust gyms

Option to purchase additional leave

Access to staff wellbeing support

Qualifications

• Experience in an administrative environment including digital audio typing.
• Willingness to work towards Level 5 in Leadership and Management.
• Understanding of data protection and confidentiality.

Responsibilities

• Manage diaries for consultants and medical teams.
• Process digital dictation and letters for patients.
• Supervise and support other administrative staff.

Skills

Diary management skills

Effective communication

Organizational skills

Advanced typing skills

Experience with MS Excel

Education

BTEC Diploma/Level 3 Diploma in Leadership and Management

IT Qualification (ECDL or equivalent)

Literacy and numeracy Level 2 or equivalent

Job description

Tees Esk and Wear Valleys NHS Foundation Trust

Senior Administrator – Medical Secretary

The closing date is 14 January 2026

This is a part-time (22.5hrs per week) 12 month fixed term contract covering maternity leave. It offers an opportunity to learn and develop administrative practice in mental health care, based at Huntington House in York, within the Assertive Outreach team.

Main responsibilities

We are looking for a dedicated and experienced Senior Administrator or Medical Secretary to support the multidisciplinary team, including occupational therapists, nurses, doctors, psychologists and Advanced Nurse Practitioners.

• Comprehensive, proactive and reactive diary management for the Consultant and medical team.
• Processing of digital dictation and production of patient letters.
• Minute taking and accurate, timely record keeping on Trust patient management systems.
• Providing supervisory support to other admin staff.
• Communicating confidently and building strong working relationships with a variety of people.
• Prioritising workload and delivering excellent customer service.
• Supporting the team in a busy, dynamic environment.

For full details please refer to the Job Description. For guidance on the application process, please refer to the TRAC helpful hints attached.

Qualifications

• BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
• IT Qualification (ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
• Key skills/functional skills in literacy and numeracy Level 2 or O’Level (Grade C or above) / New GCSE in Maths and English (Grade 4 to 9).

Experience

• Implementing and maintaining systems and processes within an administration team.
• Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
• Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
• Co‑ordinating meetings and associated duties.
• Extracting data and report preparation.
• Participation in service and quality improvement initiatives.
• Advanced typing skills and inputting data accurately and efficiently.

Knowledge

• Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines.
• A sound understanding of quality improvement initiatives.
• Organising and completing demands and workloads meeting deadlines using delegation where necessary.
• Problem solving for an area of work or developing alternative or additional procedures.

Skills

• Copy type and transcribe accurately from audiotape and/or shorthand.
• Demonstrate good organisational and diary management skills including coordination of meetings and associated duties.
• Communicate effectively in the English language and demonstrate both verbal and written comprehension skill.
• Work on own initiative, prioritise work and consistently meet deadlines.
• Depending on work area, lead, motivate and manage staff in a positive manner to facilitate delivery of an effective service.
• Experience of MS Excel spreadsheets.

Benefits

• Annual leave package of 27 days which increases with service plus bank holidays.
• NHS staff discounts in over 200 branded sites/stores.
• A TEWV monthly staff prize draw.
• Car lease scheme.
• Access to Trust gyms.
• Option to purchase additional annual leave.
• Access to staff wellbeing support.

EEO statement and Right to work

You must have the Right to Work in the UK in order to be successfully appointed to this role. This role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.

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.

Salary

£27,485 to £30,162 a year pro rata, per annum