JOB DESCRIPTION
MEDICAL/CLINICAL SECRETARY
“Our mission is to make a positive difference to people and their families by delivering personalised
health and social care that helps them to achieve the things they want out of life”
GRADE:
18 Admin Scale
RESPONSIBLE TO:
Regional Clinical Director
1
The Secretary will undertake typing duties and other relevant tasks identified by the Consultant
Psychiatrists, Consultant Psychologist and Associate Specialist Psychiatrist (identified below as
the Clinicians).
 The typing of reports and correspondence prepared by the Clinicians and distribution
of same to the relevant bodies
 Issue the Clinicians with relevant correspondence and telephone messages received on
their behalf
 Make hotel reservations and travel arrangements for Clinicians as and when required
 Complete monthly time sheets for Clinicians and forward to Finance before 5th of each
month
2
The Secretary will liaise between Clinicians, nursing staff of Castlebeck Units, external agencies
and families of patients/residents.
 To assist Clinicians with arranging assessment visits
 To set up relevant documentation for any prospective service user; send copies of
reports forwarded by the referral agency to those attending the assessment visit; to
prepare and assist in the preparation of assessment report; to forward reports to the
Business Development team
 To prepare and assist in the preparation of reports for Independent Hospital Manager
Hearings
 Arrange clinical meetings, which are held on a monthly basis. Complete the minutes of
the previous meeting and collate any items for the agenda. Distribute to Clinicians on
the day of the meeting, together with any relevant documents collected throughout
the previous month for their perusal, discussion and recommendations
 Ensure Clinicians are issued with CPA action plans sent from the units for their
agreement; make the units aware of any amendments that are required; prepare or
assist in the preparation of CPA reports.
3
The Secretary will maintain Cascade (HR) records in respect of Clinician’s attendance at work
and MDTs
 Ensure that the training, stuedy leave, appraisal and supervision database is kept up to
date; pass the relevant information to the Medical Director’s PA each month
4
Ensure that Clinician’s diaries are up to date and that Clinicians are made aware of all regional
and company meetings, and events that require their attendance.
 Ensure that each Clinician is provided with a copy of his/her diary and that copies are
provided to each of the units attended by the Clinician and the Reception Desk at Head
Office
JD-016
Issue No: 2.2
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UNCONTROLLED WHEN PRINTED
1 of 3
Date of issue: 15/07/11 / Date of review: 15/07/14
Issued by: HR Department
5
Organise the On Call Roster for Psychiatrists, ensuring these do not coincide with annual
holidays and other commitments; ensure this is sent in a timely fashion to the Psychiatrists
concerned, the Unit Managers, Medical Director’s PA and to the Reception Desk at Head Office.
6
Ensure economic use of facilities
7
Report any faults and repairs required to the structure of the Valley Street office, fixtures,
fittings etc to the appropriate staff.
8
Ensure that Company policies and procedures are adhered to; to observe guidelines, policies
and procedures around the safeguarding of vulnerable adults.
9
Co-operate fully in fire drills, evacuations, equipment testing etc and ensure that any faults or
difficulties are reported to the appropriate staff.
All work undertaken is of a highly confidential nature and must not, under any circumstances, be
discussed with work colleagues or any other persons either inside or outside of the workplace.
This job description is not intended to be a complete list of duties and responsibilities, but indicates
some of the main areas attached to the post of Medical/Clinical Secretary. It will be amended in the
future to take account of changing trends in nursing and patterns of care.
As an employee of Castlebeck the Medical/Clinical Secretary is advised to read this document carefully,
take note of its contents and discuss with the Company Management at the earliest opportunity any
areas requiring clarity.
JD-016
Issue No: 2.2
/
UNCONTROLLED WHEN PRINTED
2 of 3
Date of issue: 15/07/11 / Date of review: 15/07/14
Issued by: HR Department
PERSON SPECIFICATION
Job Title:
Medical/Clinical Secretary
Reporting to:
Regional Clinical Director
Criteria
Minimum
Qualification
Personal attributes
Skills and Knowledge
Aptitude
JD-016
Issue No: 2.2
/
Essential
GCSE English Language
C or above or
equivalent
RSA 2 (intermediate)
or equivalent typing
speed – 50 wpm
Recognised secretarial
qualification
Confident / assertive
Desirable
Measure
Application form
Application form
Experience as a
Medical Secretary
Application form
Interview
Team player
Interview
Excellent time
management
Interview
Integrity / trustworthy
Interview
Confidentiality
Interview
Smart, professional
presentation and
manner
Interview
Strong organisation
and planning skills
Application form and
interview
Word, Excel knowledge European Computer
to intermediate level
Driving Licence (ECDL)
Application form
Excellent written and
verbal communication
skills
Interview
Experience taking
minutes
Initiative
Interview
Diligent and solution
focused.
Interview
UNCONTROLLED WHEN PRINTED
3 of 3
Date of issue: 15/07/11 / Date of review: 15/07/14
Issued by: HR Department