Senior Administrator- Medical Secretary

Haringey GP Federation; York and North Yorkshire; On-site; GBP 27,000 - 31,000; Part time

Job summary

A healthcare organization in York is seeking a part-time Senior Administrator - Medical Secretary. The successful candidate will provide comprehensive administrative support to the medical team, facilitating excellent patient care in a collaborative environment. Key duties include managing diaries, minute-taking, and ensuring adherence to data protection guidelines. Candidates should possess relevant qualifications and a passion for helping others. This role offers an opportunity to contribute to a proactive team dedicated to mental health care improvements.

Qualifications

• Experience in administrative roles, including digital audio typing and diary management.
• Ability to provide supervisory support to other admin staff.
• Understanding of data protection and confidentiality.

Responsibilities

• Provide admin support to the consultant and medical team.
• Manage diaries, minute taking, and record sensitive information accurately.
• Ensure effective communication with multidisciplinary team members.

Skills

Excellent customer service

Multitasking in a busy environment

Strong communication skills

Education

BTEC Diploma/Level 3 Diploma in Leadership and Management

IT Qualification (ECDL/ NVQ)

Tools

Microsoft Office applications

Job description

Senior Administrator - Medical Secretary

The closing date is 28 December 2025.

A fantastic part-time (15 hours) opportunity has arisen for a self‑motivated and experienced medical secretary to join our friendly team at the North Yorkshire and York Eating Disorder Service for children and young people. The position will be based at Orca House, York. The team provides specialist health services to Children and Young People. The working hours will be Monday and Tuesdays 9am‑5pm.

As an essential part of the team, you will be based in the office and supported by our existing welcoming team secretaries and working opposite days to our other medical secretary to work closely with the consultants, junior medical staff and advanced practitioners to support us in delivering our Trust mission of co‑creating a great experience for our patients, carers, and families.

This is an exciting opportunity to work within this very proactive friendly team by working collaboratively and contributing to the Multi‑Disciplinary Team to support continual improvement and developments.

You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, 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.

Main duties of the job

We are first and foremost looking for a colleague with a passion for helping people who believes in delivering excellent customer service, who has a keen interest in learning and working in a health care setting with a 'can do' attitude.

This role is at the heart of the multi‑disciplinary team which means you will work closely with nurses, consultants, junior doctors, psychologists, and management to ensure that they have everything admin wise they need to provide the best possible care to our patients. We are looking for someone who is comfortable multitasking in a busy environment, who is confident offering supervisory support to other admin staff. Someone who can communicate confidently, build strong working relationships with a variety of people, who can prioritise their workload and who is genuinely interested in understanding and supporting the challenges that mental health care provides.

Your main duties will be to provide comprehensive admin support to the consultant and medical team, which will include digital dictation or copy typing of patient letters, providing diary management, minute taking and recording confidential and sensitive information on Trust systems accurately and timely. For more details, please read carefully the job description; to be successful at shortlisting please briefly describe how you match this description citing examples to reinforce your experience.

About us

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.

From education and prevention, to crisis and specialist care – our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.

We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.

We're committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.

We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.

Job responsibilities

Our Trust is dedicated to supporting our colleagues in providing an excellent working environment and encourages everyone to share their progressive ideas. All staff have regular 1‑2‑1 supervisions and an annual appraisal, which provides lots of opportunity for celebration of achievements, and discussions around challenges, and your aspirations.

You will work alongside your ward team administrator to deliver admin support. As a valuable member of the team, you will be invited to attend regular meetings to improve your knowledge and understanding of the services, you will also be required to minute meetings and keep accurate records. If successful, you will be supplied with a job plan and a fully supported induction.

A visit to the team would be most welcome, should you wish to ask any specific questions or request a visit please contact the team manager (details below). This is a rewarding role working in a desirable team, if you feel this is the challenge for you then we very much look forward to receiving your application.

Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying; if you do not possess the minimum qualifications, you must be willing to undertake them to be fully compliant.

Person Specification

Qualifications

• BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. 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 (i.e. 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 and 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 efficiency

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.

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.

Tees Esk and Wear Valleys NHS Foundation Trust

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