Job Description

As a Medical Secretary, you will play a vital role in supporting our ADHD FLOCUS service. You will work closely with consultant psychiatrists, nurse prescribers, and the wider clinical team to ensure smooth administrative operations, timely communication, and accurate documentation across the patient journey.
Main duties of the job

• Draft and send clinical letters and reports (e.g. ADHD assessments, titration updates, discharge summaries) using psychiatrist dictation or standard templates.
• Manage incoming and outgoing correspondence with patients, carers, GPs, and other services.
• Track patient information and follow-up actions, ensuring timely updates and documentation.
• Support psychiatrists with complex case administration, including shared care agreements.
• Maintain shared digital workspaces (e.g. Microsoft 365) for collaborative note-taking and task tracking.
• Coordinate scheduling and ensure timely completion of reports (e.g. 7 days for low/medium complexity, 14 days for high complexity).
• Assist with telemedicine-based titration appointments, including patient coordination and monitoring of medication feedback.
• Ensure compliance with data protection and confidentiality standards.

About us
Sinclair-Strong Consultants Ltd is a forward-thinking provider of adult ADHD services, committed to delivering high-quality, inclusive care through our FLOCUS service. We are expanding our team and seeking a proactive and detail-oriented Medical Secretary to support our psychiatrists and clinical team in delivering exceptional care.
Why Join Us?

• Be part of a growing, innovative service making a real difference in peoples lives.
• Flexible working arrangements and supportive team culture.
• Opportunities for training and professional development.

Details
Date posted
24 June 2025
Pay scheme
Other
Salary
Depending on experience Competitive, depending on experience
Contract
Permanent
Working pattern
Full-time, Part-time, Flexible working
Reference number
U0100-25-0002
Job locations
Building 80 Churchill Square
Kings Hill
West Malling
Kent
ME19 4YU
Job description
Job responsibilities
Supporting Psychiatrists
Core Administrative Functions:
- Draft and send clinical letters and reports using psychiatrist dictation or standardised templates (e.g. ADHD diagnosis, titration, discharge summaries) to GPs, patients, and other services.- Manage incoming and outgoing correspondence, including queries from patients, carers, and GPs.- Track patient information and follow-up actions, ensuring timely communication and documentation.- Support psychiatrists with complex case administration, including shared care agreements.
Operational Support:
- Maintain shared digital workspaces (e.g. Microsoft 365, Notion) for collaborative note-taking and task tracking.- Use pre-drafted templates to streamline documentation and reduce psychiatrist workload.- Coordinate scheduling and ensure timely completion of reports (e.g. 7 days for low/medium complexity, 14 days for high complexity cases).
Compliance and Confidentiality:
- Adhere to data protection protocols and confidentiality standards, especially when handling sensitive patient data.- Participate in onboarding and training programmes to ensure understanding of Sinclair Strongs policies and procedures.
Administrative Support Titration Team
Patient Coordination:
- Assist with scheduling and communication for telemedicine-based titration appointments.- Track and log patient-submitted blood pressure readings and medication feedback.- Ensure patients complete required forms and attend check-ins at least twice per month.
Medication Monitoring Support:
- Monitor patient engagement and flag non-compliance or missed appointments to prescribers.- Coordinate prescription renewals by prompting patients to request scripts at least 7 days in advance.
Documentation and Reporting:
- Transcribe clinician dictations for titration-related reports and ensure timely distribution to relevant parties.- Maintain accurate records of titration progress, side effects, and patient-reported outcomes.
As the service grows - Implementation and Oversight
Recruitment and Allocation:
- Medical secretaries may be hired part-time or full-time, depending on service demand, with flexible or hybrid working models considered.- Secretaries may be assigned to specific psychiatrists or rotate across teams based on caseloads.
Monitoring and Evaluation:
- Performance will be tracked through metrics such as report turnaround times, psychiatrist satisfaction, and communication quality.- Oversight by the operations team includes recruitment, onboarding, and ensuring IR35 compliance. Job description
Job responsibilities
Supporting Psychiatrists
Core Administrative Functions:
- Draft and send clinical letters and reports using psychiatrist dictation or standardised templates (e.g. ADHD diagnosis, titration, discharge summaries) to GPs, patients, and other services.- Manage incoming and outgoing correspondence, including queries from patients, carers, and GPs.- Track patient information and follow-up actions, ensuring timely communication and documentation.- Support psychiatrists with complex case administration, including shared care agreements.
Operational Support:
- Maintain shared digital workspaces (e.g. Microsoft 365, Notion) for collaborative note-taking and task tracking.- Use pre-drafted templates to streamline documentation and reduce psychiatrist workload.- Coordinate scheduling and ensure timely completion of reports (e.g. 7 days for low/medium complexity, 14 days for high complexity cases).
Compliance and Confidentiality:
- Adhere to data protection protocols and confidentiality standards, especially when handling sensitive patient data.- Participate in onboarding and training programmes to ensure understanding of Sinclair Strongs policies and procedures.
Administrative Support Titration Team
Patient Coordination:
- Assist with scheduling and communication for telemedicine-based titration appointments.- Track and log patient-submitted blood pressure readings and medication feedback.- Ensure patients complete required forms and attend check-ins at least twice per month.
Medication Monitoring Support:
- Monitor patient engagement and flag non-compliance or missed appointments to prescribers.- Coordinate prescription renewals by prompting patients to request scripts at least 7 days in advance.
Documentation and Reporting:
- Transcribe clinician dictations for titration-related reports and ensure timely distribution to relevant parties.- Maintain accurate records of titration progress, side effects, and patient-reported outcomes.
As the service grows - Implementation and Oversight
Recruitment and Allocation:
- Medical secretaries may be hired part-time or full-time, depending on service demand, with flexible or hybrid working models considered.- Secretaries may be assigned to specific psychiatrists or rotate across teams based on caseloads.
Monitoring and Evaluation:
- Performance will be tracked through metrics such as report turnaround times, psychiatrist satisfaction, and communication quality.- Oversight by the operations team includes recruitment, onboarding, and ensuring IR35 compliance.
Person Specification
Experience
Essential

• Previous experience in a medical secretary role within a healthcare setting.
• Excellent written and verbal communication skills.
• Strong organisational skills and attention to detail.
• Confidence using digital tools and platforms e.g. Microsoft 365.

Desirable

• Understanding of ADHD and/or experience supporting mental health services is desirable.

Person Specification
Experience
Essential

• Previous experience in a medical secretary role within a healthcare setting.
• Excellent written and verbal communication skills.
• Strong organisational skills and attention to detail.
• Confidence using digital tools and platforms e.g. Microsoft 365.

Desirable

• Understanding of ADHD and/or experience supporting mental health services is desirable.