Inpatient Secretary

An exciting opportunity for an Inpatient Secretary has presented within our Acute Mental Health Services.

This role supports the safe and effective delivery of clinical services through the provision of administration support for our Acute Inpatient Lodges, from arranging and documenting meetings to managing staffing levels, involving projects and supporting the referral, admission, treatment and discharge pathways - this job role is as diverse as it is exciting.

Earliest start date: 7th September 2026.

Main duties of the job

• Provide secretarial, administrative and clerical support service to Medical and Clinical Teams within Navigo.
• Receive, record and process referral, admission and discharge information, maintaining service user records up to date at all times.
• Arrange and document a wide range of meetings.
• Maintain up-to-date knowledge of Navigo policies, processes and procedures and work within these at all times.
• Ensure an excellent administrative service is provided within agreed time restraints, responsible for accurate recording, maintenance and monitoring of the team's data.

Job responsibilities

1. Provide a full, effective and efficient administrative and secretarial support service to all staff within the Medical and Clinical Teams, coordinating ad hoc daily administration tasks to ensure the effective and efficient running of the service.
2. Support the day-to-day diary management of Clinical and Medical Team Members as required.
3. Complete administrative work relating to inpatient admissions and discharges meeting set timescales as required by area of service.
4. Audio/copy type and format correspondence following Outpatient Appointments and Domiciliary Visits, ensuring timescales are met and information is saved accurately on the electronic system.
5. Audio/copy type and format all reports, letters, assessments, reviews, care plans, discharges etc as pertinent to the work of the Team within set timescales, ensuring clinical coding as appropriate and accurate saving to the electronic system. This includes correspondence, admissions and discharge paperwork and electronic management of service user notes. All work must meet timescales and information needs to be uploaded accurately and within the timescales to the electronic system.
6. Ensure accurate recording on service user electronic notes of all investigations, results and record keeping pertinent to the service user.
7. Support Clinical Management in relation to the maintenance/upkeep of colleague rotas.
8. Offer administrative support in arranging bank staff cover, liaising with the Bank Administrator as directed.
9. Work within set processes and guidelines to maintain efficient, accurate and confidential record systems.
10. Assist in overseeing work on a day-to-day basis of any bank, temporary and admin support staff, bringing any issues to the attention of Senior Admin.
11. Attend and participate in relevant team meetings, including Administrative, Clinical and Business Meetings.
12. Deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate, ensuring accurate information is forwarded appropriately to facilitate appropriate care and follow up.
13. Liaise with a range of internal and external personnel on a daily basis, including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.
14. Offer support to both internal and external meetings pertinent to the Clinical and Medical Teams including Multi-Disciplinary Reviews, Family Meetings and Best Interest Meetings, including sourcing and booking suitable venues, collating invitations/meeting apologies for the Chair, preparing meeting agendas and disseminating documentation pre-meeting, taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson/Senior Admin/Clinical staff.
15. Run and edit electronic system reports, updating and checking the quality of data supplied and inputted, systematically checking electronic system error reports and rectifying data contained on a monthly basis.
16. Assist in the collation of up-to-date activity and data relevant to the team provision, ensuring system data errors are addressed in a timely manner as raised by Quality and Performance Lead/Admin Team Lead.
17. Contribute and assist in the implementation of new administration procedures, developments and working methods.
18. Ensure health and safety procedures are adhered to and actioned as necessary, keeping electronic diaries for clinical members of the team, updating and working from as necessary.
19. Assist in budgetary and expenditure matters, petty cash, raising orders and processing invoices as requested and under direction from Management.
20. Be jointly responsible for stock maintenance and management of all office and administrative supplies.
21. Attend and participate in Team Development activities and Admin Away Days.
22. Act on own initiative and raise any relevant concerns she/he considers may jeopardise service delivery and/or care provision.
23. Maintain confidentiality at all times and comply with the Data Protection Act and Access to Health Records procedures.
24. Comply with Health and Safety Regulations and work within the policy guidelines of Navigo.
25. Effectively manage compliance in mandatory training within the guidelines of Navigo.
26. Maintain an up-to-date and proficient working knowledge of Navigo policies, procedures and processes ensuring changes in process and procedures are embedded in working practice.
27. Involvement as requested in new service initiatives and participation in working groups as appropriate and to meet needs of service.
28. Provide administrative input and perspective to developments within service as appropriate.
29. Any other duties as required.

Person Specification Experience

• Maintaining databases and spreadsheets
• Previous NHS Secretarial / administrative experience / knowledge of hospital administration procedure
• Experience / willingness to undertake training in use of electronic systems
• Minute taking experience
• Experience of working in a team

Qualifications

• Educated to GCSE minimum of level 4 / grade C or equivalent including Mathematics and English Language
• NVQ Level 2 Administrator or equivalent practical knowledge
• IT qualification to GCSE level
• RSA/OCR Grade 3 Typing/Word Processing standard

Knowledge

• Understands the need for confidentiality
• Understanding of client group
• Knowledge of mental health services
• Knowledge of hospital administration systems
• Knowledge of medical terminology

Additional Criteria

• Currently eligible to work in the UK

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.

Employer name

Navigo Health and Social Care CIC

Address

Harrison House, Rharian Fields, Hope Court, Springboard at Tees