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Central and North West London Foundation Trust (CNWL) are excited to promote the recruitment of a Band 4 Medical Secretary/Administrator to work within the Community Mental Health Hubs (CMHH) in Uxbridge.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

The post holder will be responsible for providing a full range of secretarial and administrative support to the team. This will range from typing of medical and general correspondence to data inputting of clinical activity on Trust database.

The post holder will work closely with other administrative staff, sharing work where necessary and providing cover for break and leave purposes.

At the CMHHs; we are a friendly multi-disciplinary team which includes: Psychiatrists, OTs, nurses, employment specialists, peer support workers and psychologists.

The team is based at the Mill House, Uxbridge and operates 9am – 5pm Monday to Friday.

The successful candidate will have excellent communication skills, will be able to work independently and as part of a team and within the values of CNWL. There will be the opportunity to take a role in on-going development of the service and contribute towards team audits and QI projects.
1. 1. Secretarial

• To prepare and distribute medical documents using a range of appropriate computer software (discharge summaries, letters, memos, reports, incoming and outgoing post, faxes, photocopying, taking messages ) for approval as directed, ensuring that all policies and procedures are adhered to.


• To keep timetables and diaries for medical and other members of the team as

2. Administrative

• To deal with telephone calls, correspondence and direct contacts with clients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of


• To attend the team meetings as required and to be an active participant in the monthly administrative team


• To, take and distribute minutes as appropriate


• To report all request for repairs through the Office


• To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety


• Handling of service user data, ensuring confidentiality of service user information is maintained at all times.


• To arrange transport and book outpatient appointments as necessary.

3. Data Administration

• To input and retrieve service user details and statistical data into the


• To assist the team to carry out any audits of team records and ensure that records are archived as and when


• To ensure that the confidentiality of service user related information is maintained through careful and secure systems of work, and with an awareness of the Data Protection

4. Communication

• Team staff - to liaise effectively and maintain positive working relationships with administrative and clinical staff within the team and respond promptly to ad hoc enquiries and requests from team members.


• General Practitioners and other referrers – to receive and provide information relating to patients and the

OTHER DUTIES

5. Training

• To participate in the Trust’s supervision and appraisal


• To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development

Rider Clause

This is an outline of the post holder’s duties and responsibilities. It is not intended as an exhaustive list and may change from time to time in order to meet the changing needs of the Trust and Department.