Clinical Team Secretary

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Site St Bernards Town SOUTHALL Salary £31,081 - £33,665 Per Annum Inclusive of HCAS Salary period Yearly Closing 26/06/:59 Interview date 07/07/2025

West London NHS Trust provides a full range of mental health, community and physical healthcare services for children, adults and older people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow.

We also provide some specialist services that are commissioned regionally, such as our medium secure services; and nationally, such as the Cassel Hospital for people with complex and severe personality disorder and our high secure services at Broadmoor Hospital.

Job overview

We currently have a vacancy for a full-time, Band 4 Clinical Team Secretary within the Men's Medium Secure, West London Forensic Service based on the St Bernards Hospital site.

Each post holder would be responsible for the planning, management and delivery of a comprehensive administrative and secretarial service for one or more clinical team(s). They would also be responsible for a range of other administrative duties within the team.

The post holder must be able to work well with the team and on their own initiative with an ability to multitask in order to execute a full range of administrative and secretarial duties.

We are seeking to appoint a confident, organised, proactive and approachable person for this challenging role. The ideal candidate would have previous experience working as a clinical team secretary or similar role and a good working knowledge of RiO, the electronic patient record.

Main duties of the job

To provide full administrative and secretarial support to the clinical team for all inpatients under the consultant's team.

To provide support to directors/senior managers as appropriate.

To liaise with the courts, solicitors, special hospitals and the prison service regarding patients referred or admitted to the WLFS.

To provide full administrative and secretarial support to the Care Programme Approach in accordance with the Trust's CPA Policy as required.

To liaise with the Patients Affairs Department to ensure that all documentation is processed in respect of legal detention of patients on a section of the MHA 1983, consent to treatments and the arrangements for Mental Health Tribunals and Managers' Hearings.

To ensure that the RC is prepared for any meetings, conferences in order to ensure effective participation.

To organise and maintain the RCs office in good order and introduce systems to effect good practice.

To set up and maintain an "Action List" to ensure that all action undertaken by the RC and his/her/their Team(s) is listed and carried out as appropriate.

To attend and take minutes of governance meetings as required.

To support enquiries and investigations.

To organise meetings, conferences as appropriate.

To set up and maintain effective filing systems.

Working for our organisation

West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK.

Our 3,982 staff care for people in hospital and in the community, helping them to recover and go on to lead full and productive lives. We aim to be the best organisation of our kind in the country.

We provide care and treatment for more than 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, delivering services in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units.

Together, we're committed to promoting hope and wellbeing, working with patients, service users, carers, families and partners across the communities we serve.

We are keen to ensure that our workforce reflects the community it serves, particularly in terms of ethnicity, gender, disability, LGBTQ+ and experience of mental illness.

The West London Forensic Service provides a comprehensive multi-disciplinary assessment, treatment and rehabilitation service for mentally disordered offenders, as well as those with challenging behaviour and specialist rehabilitation needs for men and women.

Detailed job description and main responsibilities

For further information on the Job description/ Personal Specification and the vacancy please see attached Candidate pack.

Person specification QUALIFICATIONS

• • Educated to GCSE level or higher (grade C or above).
• • RSA, NVQ - Level 3 in Management and/or Administration.
• • Degree or diploma in Management and/or Administration or equivalent experience

EXPERIENCE

• • Substantial administrative and secretarial experience
• • Significant experience of taking minutes at senior level.
• • Demonstrated ability to develop "best practice" administrative systems and structures to support Business Plan.
• • Demonstrated ability to sustain initiative and direction under difficult circumstances.
• • Experience of working within complex teams.
• • Ability to work collaboratively and in partnership with other senior managers and professions.
• • Competent in the use of Rio
• • Administrative and secretarial experience within a forensic psychiatric setting.
• • Previous experience within an NHS setting.
• • Working within a forensic psychiatric environment.
• • Procurement of goods and services for forensic services - knowledge of risk factors.
• • Research and audit experience.

KNOWLEDGE

• • Highly competent user of MS Office - including Excel and PowerPoint.
• • Risk assessment and management.
• • Knowledge and skills framework.
• • Care Programme Approach.
• • Trust's policies and procedures.
• • Understanding of mental health issues.
• • Understanding of psychiatric terminology.
• • Care Programme Approach.
• • Working knowledge of security related issues within a secure environment.
• • The Mental Health Act

SKILLS

• • Clear and effective planning and decision making skills.
• • Effective leadership skills.
• • Able to communicate and negotiate effectively with staff at all levels.
• • Able to present and prepare papers at conferences/training days.
• • Full range of administrative and secretarial skills.
• • Ability to work autonomously and on own initiative.
• • Experience of teaching IT skills.

OTHER REQUIREMENTS

• • Able to deal with occasional verbal / physical aggression.
• • Ability to work under pressure.
• • Flexible and Proactive.
• • Able to exercise discretion and maintain confidentiality at all times.
• • Ability to manage staff.

As an employee of West London NHS Trust, you have a responsibility to maintain a sound understanding of, and a commitment to uphold the National Health Service values and principles set out in the NHS Constitution.

We reserve the right to close adverts prior to the closing date stated should we receive a high volume of applications.

By applying for this post you are agreeing to West London NHS Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, you will be required to undergo a pre-employment checks which can take between 4-8 weeks . After which your information will also be transferred into the national NHS Electronic Staff Records system (ESR ).

Please ensure you include email addresses for your referees which MUST be at supervisory or managerial capacity covering the last 3 years of employment to date to avoid delay in the recruitment process.

West London NHS Trust is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

We encourage the thoughtful use of technology as a demonstration of strong time management and a commitment to innovation. However, we encourage applicants to personalise their recruitment application to showcase their unique skills and experiences.

While AI-generated content can be a helpful tool, relying solely on generic responses instead of highlighting your own strengths and achievements may impact the success of your application. The success of an application will always be assessed against the essential and desirable criteria for the role, so it is important to ensure that your application and any supporting information clearly demonstrate how you meet these requirements.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

At West London NHS Trust, we want you to support you to build a career you can be proud of and this starts before your first day with us. Our people live our values every day as they deliver, manage and work to improve our services to patients, carers, families and other professionals.

We're committed to making our recruitment process clear and efficient. It's in everyone's interest that we get the very best people on board as soon as we can.