Job summary Medical Secretary/Administrator for the ADHD Team (Adults) based at Mental Health Centre, NPH, Harrow HA2 3UJ. This is an interesting, varied and people-centred post, offering challenging but satisfying work. The Medical Secretary/administrator will be supporting a multidisciplinary adults mental health community based service. We are a needs led service and work with service users that have a mental health problem. Our caseloads are a mixture of service users with long and enduring mental health issues, acute mental health issues or issues relating to memory loss. Our patients could also be struggling with anxiety, depression and other psychological difficulties. It is therefore key to the post, that the administrator should have a warm disposition and be naturally kindly (also to staff). You will be a part of a small admin team that supports the service. An organised, precise approach is required. The successful medical secretary/administrator will monitor the ADHD mailbox daily, responding to queries in a timely manner to 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 staff. In return you will be a respected member ofa friendly, cooperative and professional team. Main duties of the job 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. To provide admin support to a busy ADHD Team, dedicated to the Service and be a part of a wider admin team within the Adult ADHD Service. About us The ADHD Service is a professional Psychiatry led team, comprising of Consultant Psychiatrists, Pharmacist, non-medical prescribers and Speciality doctors, The Adult ADHD Service is supported by a good admin system and offers excellent work environment. The team has good links with local statutory and non-statutory services. We are based in the Mental Health Centre, Northwick Park Hospital of Harrow, which has easy links to Central London and good local transport connections. The team works closely with GP Surgeries within London. CNWL (Central and North West London NHS Foundation Trust) has almost 7,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond. We involve service users, carers, the public, staff and partner organisations in the way that we are run. You can become a member by visiting our website. Our catchment area spans diverse communities. We are committed to providing services that meet the needs of this diverse population CNWL is recognised locally, nationally and internationally and our experts are frequently called upon to contribute to national health strategy and policy. CNWL NHS FOUNDATION TRUST OFFERS A GENEROUS RELOCATION PACKAGE TO SUCCESSFUL CANDIDATES - SUBJECT TO ELIGIBILITY ASSESSMENT Enquiries and informal visits are encouraged. Date posted 18 February 2025 Pay scheme Agenda for change Band Band 4 Salary £31,081 to £33,665 a year pa inc HCAS Contract Permanent Working pattern Full-time Reference number 333-J-HA-0630 Job locations Mental Health Centre, Northwick Park Hospital, Watford Road Harrow HA1 3UJ Job description Job responsibilities Although you will be a member of the admin support structure, your role will be dedicated to the Adult ADHD Team. MAIN DUTIES AND RESPONSIBILITIES: 1.1 To prepare and distribute documents by copy or audio typing using a range of appropriate computer software (discharge summaries, letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to. 1.2 To keep timetables and diaries for medical and other members of the team as required. 1.3 To carry out a range of administrative tasks (incoming and outgoing post, faxes, photocopying, taking messages etc) and to be able to provide cover for other administrative team members as and when required. Administrative 2.1 To Monitor the ADHD mailbox daily and responding to queries in a timely manner. To deal with correspondence and direct contact 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 staff. 2.2 To attend the team meetings as required and to be an active participant in the monthly administrative team meeting. 2.3 To act as secretary at meetings, taking and distributing minutes as appropriate, and to act as chair of the administrative team meeting on a rota basis with colleagues. 2.4 To ensure that administrative systems within the team are operationally effective, advising the Office Administrator of any issues or concerns. 2.5 To report all request for repairs through the Office Manager. 2.6 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 procedures. 2.7 Handling and processing the cash float according to the organisations procedures Rider Clause This is an outline of the post holders 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. Job description Job responsibilities Although you will be a member of the admin support structure, your role will be dedicated to the Adult ADHD Team. MAIN DUTIES AND RESPONSIBILITIES: 1.1 To prepare and distribute documents by copy or audio typing using a range of appropriate computer software (discharge summaries, letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to. 1.2 To keep timetables and diaries for medical and other members of the team as required. 1.3 To carry out a range of administrative tasks (incoming and outgoing post, faxes, photocopying, taking messages etc) and to be able to provide cover for other administrative team members as and when required. Administrative 2.1 To Monitor the ADHD mailbox daily and responding to queries in a timely manner. To deal with correspondence and direct contact 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 staff. 2.2 To attend the team meetings as required and to be an active participant in the monthly administrative team meeting. 2.3 To act as secretary at meetings, taking and distributing minutes as appropriate, and to act as chair of the administrative team meeting on a rota basis with colleagues. 2.4 To ensure that administrative systems within the team are operationally effective, advising the Office Administrator of any issues or concerns. 2.5 To report all request for repairs through the Office Manager. 2.6 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 procedures. 2.7 Handling and processing the cash float according to the organisations procedures Rider Clause This is an outline of the post holders 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. Person Specification EDUCATION and QUALIFICATIONS Essential GCSE or other equivalent qualification RSA III or NVQ III or secretarial experience Desirable European Computer Driving License PREVIOUS EXPERIENCE Essential Relevant qualification or significant experience secretarial experience. Experience of providing receptionist duties and dealing with members of the public both face to face and on the phone. Experience of working in health or health related environment Experience of working with staff at senior level Desirable Work within multidisciplinary teams. SKILLS and KNOWLEDGE Essential Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, statistics. Ability to work in a flexible and organised manner, to prioritise and work to deadlines Ability to communicate effectively in English, both verbally and in writing Confidence to work on own initiative and to consult as needed Ability to work positively in a team. Ability to work under pressure. Desirable Knowledge of Client Administration Systems Person Specification EDUCATION and QUALIFICATIONS Essential GCSE or other equivalent qualification RSA III or NVQ III or secretarial experience Desirable European Computer Driving License PREVIOUS EXPERIENCE Essential Relevant qualification or significant experience secretarial experience. Experience of providing receptionist duties and dealing with members of the public both face to face and on the phone. Experience of working in health or health related environment Experience of working with staff at senior level Desirable Work within multidisciplinary teams. SKILLS and KNOWLEDGE Essential Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, statistics. Ability to work in a flexible and organised manner, to prioritise and work to deadlines Ability to communicate effectively in English, both verbally and in writing Confidence to work on own initiative and to consult as needed Ability to work positively in a team. Ability to work under pressure. Desirable Knowledge of Client Administration Systems 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Central and North West London NHS Foundation Trust Address Mental Health Centre, Northwick Park Hospital, Watford Road Harrow HA1 3UJ Employer's website https://www.cnwl.nhs.uk/work (Opens in a new tab)