Team Administrator/Medical Secretary
London, England, United Kingdom Full-time Posted 5 days ago
Job Overview
The Team Administrator/Medical Secretary will provide high-quality administrative, secretarial and operational support to the Brent Memory Service within Older People and Healthy Ageing (OPHA) Services at CNWL NHS Foundation Trust. The post holder will play a key role in supporting the smooth running of the service by managing clinical correspondence, maintaining accurate electronic patient records, coordinating appointments and meetings, and providing responsive support to patients, carers, clinicians and external agencies.
Working as part of a multidisciplinary team, the post holder will act as a central point of contact for the service, ensuring effective communication, confidentiality and professional standards are maintained at all times. The role requires excellent organisational, communication and digital skills, including proficiency in Trust electronic systems such as SystmOne and Microsoft Office applications.
The successful candidate will be expected to work independently, prioritise competing demands, support service improvement initiatives, and contribute to the delivery of an efficient, patient-centred Memory Service for older adults experiencing cognitive and mental health needs.
Main duties of the job
The post holder will provide comprehensive administrative and medical secretarial support to the Brent Memory Service, ensuring the smooth and effective day-to-day running of the service. Duties will include producing accurate clinical correspondence and documentation, managing appointments and diaries, maintaining electronic patient records, and supporting clinicians with data and administrative processes.
The post holder will act as a key point of contact for patients, carers, GPs, clinicians and external agencies, providing a professional, responsive and confidential service at all times. Responsibilities will also include coordinating meetings, taking minutes, arranging investigations and appointments, handling incoming and outgoing correspondence, and providing reception cover where required.
The role will involve the effective use of Trust digital systems, including SystmOne, Microsoft Office and other electronic systems to support patient care, data quality and service reporting. The post holder will support audits, data monitoring and KPI reporting and contribute to ongoing service improvement initiatives.
The post holder will work independently, prioritising workloads and supporting the wider multidisciplinary team, while ensuring compliance with Trust policies, information governance, confidentiality and professional standards.
Working for our organisation
At CNWL, we are committed to providing compassionate, person-centred care and creating a supportive environment for both our patients and staff. The Brent Memory Service is a friendly, welcoming and hardworking multidisciplinary team that values kindness, collaboration and respect.
We understand the importance of teamwork and supporting one another, and we aim to create a positive working environment where everyone feels valued and included. Staff are encouraged to share ideas, contribute to service development and access opportunities for learning and professional growth.
Working within the Memory Service offers the opportunity to make a meaningful difference to older adults and their families, supporting people experiencing memory and mental health difficulties with dignity, compassion and care.
Detailed Job Description And Main Responsibilities
The post holder will provide comprehensive administrative and medical secretarial support to the Brent Memory Service, supporting the smooth day-to-day running of the team. Duties will include producing accurate clinical correspondence and reports, managing appointments and diaries, maintaining electronic patient records, and coordinating meetings and training events.
The role involves regular communication with patients, carers, clinicians, GPs and external agencies, providing a professional, sensitive and confidential service at all times. The post holder will support data quality processes, maintain electronic systems including SystmOne, assist with audits and reporting, and ensure documentation is managed in line with Trust policies and information governance standards.
The post holder will also provide reception and telephone cover when required, organise outpatient appointments and investigations, and support the wider multidisciplinary team with general administrative duties. The role requires excellent organisational skills, attention to detail, the ability to prioritise workloads, and a flexible approach to supporting service needs and ongoing service improvement.
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."
As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Person specification
Education And Qualifications
Essential criteria
Essential criteria
Essential criteria
The Team Administrator/Medical Secretary will provide high-quality administrative, secretarial and operational support to the Brent Memory Service within Older People and Healthy Ageing (OPHA) Services at CNWL NHS Foundation Trust. The post holder will play a key role in supporting the smooth running of the service by managing clinical correspondence, maintaining accurate electronic patient records, coordinating appointments and meetings, and providing responsive support to patients, carers, clinicians and external agencies.
Working as part of a multidisciplinary team, the post holder will act as a central point of contact for the service, ensuring effective communication, confidentiality and professional standards are maintained at all times. The role requires excellent organisational, communication and digital skills, including proficiency in Trust electronic systems such as SystmOne and Microsoft Office applications.
The successful candidate will be expected to work independently, prioritise competing demands, support service improvement initiatives, and contribute to the delivery of an efficient, patient-centred Memory Service for older adults experiencing cognitive and mental health needs.
Main duties of the job
The post holder will provide comprehensive administrative and medical secretarial support to the Brent Memory Service, ensuring the smooth and effective day-to-day running of the service. Duties will include producing accurate clinical correspondence and documentation, managing appointments and diaries, maintaining electronic patient records, and supporting clinicians with data and administrative processes.
The post holder will act as a key point of contact for patients, carers, GPs, clinicians and external agencies, providing a professional, responsive and confidential service at all times. Responsibilities will also include coordinating meetings, taking minutes, arranging investigations and appointments, handling incoming and outgoing correspondence, and providing reception cover where required.
The role will involve the effective use of Trust digital systems, including SystmOne, Microsoft Office and other electronic systems to support patient care, data quality and service reporting. The post holder will support audits, data monitoring and KPI reporting and contribute to ongoing service improvement initiatives.
The post holder will work independently, prioritising workloads and supporting the wider multidisciplinary team, while ensuring compliance with Trust policies, information governance, confidentiality and professional standards.
Working for our organisation
At CNWL, we are committed to providing compassionate, person-centred care and creating a supportive environment for both our patients and staff. The Brent Memory Service is a friendly, welcoming and hardworking multidisciplinary team that values kindness, collaboration and respect.
We understand the importance of teamwork and supporting one another, and we aim to create a positive working environment where everyone feels valued and included. Staff are encouraged to share ideas, contribute to service development and access opportunities for learning and professional growth.
Working within the Memory Service offers the opportunity to make a meaningful difference to older adults and their families, supporting people experiencing memory and mental health difficulties with dignity, compassion and care.
Detailed Job Description And Main Responsibilities
The post holder will provide comprehensive administrative and medical secretarial support to the Brent Memory Service, supporting the smooth day-to-day running of the team. Duties will include producing accurate clinical correspondence and reports, managing appointments and diaries, maintaining electronic patient records, and coordinating meetings and training events.
The role involves regular communication with patients, carers, clinicians, GPs and external agencies, providing a professional, sensitive and confidential service at all times. The post holder will support data quality processes, maintain electronic systems including SystmOne, assist with audits and reporting, and ensure documentation is managed in line with Trust policies and information governance standards.
The post holder will also provide reception and telephone cover when required, organise outpatient appointments and investigations, and support the wider multidisciplinary team with general administrative duties. The role requires excellent organisational skills, attention to detail, the ability to prioritise workloads, and a flexible approach to supporting service needs and ongoing service improvement.
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."
As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Person specification
Education And Qualifications
Essential criteria
- GCSE or other equivalent qualification
- RSA Level 3, NVQ Level 3 or equivalent experience in a secretarial/administrative role.
Essential criteria
- Experience of typing and producing accurate clinical correspondence.
- Knowledge and understanding of mental health or medical terminology
- Fast and accurate typing (minimum 50WPM).
- Comprehensive working knowledge of Microsoft Office applications, including Word, Excel, Outlook, PowerPoint and Teams.
- Experience of using electronic patient record systems and other healthcare-related software.
- Demonstrates effective organisational skills across a range of administrative tasks, including diary management, filing, record
- Knowledge of electronic patient record systems (SystmOne) and administrative systems.
Essential criteria
- Relevant qualification or equivalent experience in a secretarial/administrative 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
- Knowledge of mental health services or community health pathways
- Experience of working within multidisciplinary teams
