PA/Medical Secretary job at Remote Full Time NEW

Overview

Spectrum Mind Healthcare is seeking a highly organised, proactive, and professional PA/Medical Secretary to provide comprehensive administrative and operational support within a growing neurodevelopmental and mental health service.

This role is ideal for an individual who thrives in a fast-paced healthcare environment and is passionate about supporting clinicians, coordinating patient care pathways, and ensuring an exceptional standard of service delivery and patient experience.

The successful candidate will play a central role in supporting day-to-day clinical and operational functions, helping to maintain efficiency, organisation, professionalism, and high-quality communication across the service.

We are particularly seeking candidates who are confident and highly proficient in the use of modern digital workplace and operational systems, including Microsoft 365 Suite, Google Workspace (Gmail, Google Docs, Sheets, Drive, and Calendar), Google Chat, Google Meet, and other virtual communication, scheduling, and workflow management platforms.

Experience using workflow and automation tools such as Monday.com and Zapier would be advantageous.

The ideal candidate should be comfortable working with technology, adapting to evolving systems and processes, supporting workflow automation, and contributing to operational efficiency within a dynamic healthcare setting.

Duties and Responsibilities

• Managing and coordinating clinician diaries, patient appointments, follow-ups, and scheduling efficiently
• Handling incoming calls, emails, and professional correspondence with a high level of professionalism, discretion, and confidentiality
• Maintaining accurate, secure, and up-to-date patient records in compliance with GDPR and confidentiality requirements
• Preparing and processing clinical documentation, reports, referrals, letters, and professional correspondence
• Supporting MDT meetings through agenda preparation, minute-taking, documentation management, and action tracking
• Assisting clinicians and the leadership team with administrative and operational support tasks
• Liaising professionally with patients, families, schools, GPs, pharmacies, laboratories, and external healthcare professionals
• Supporting prescription and medication administration workflows
• Managing onboarding documentation, compliance records, trackers, and operational systems
• Supporting workflow coordination through platforms such as Monday.com and Google Workspace
• Assisting with the implementation and coordination of digital systems, workflow improvements, and automation tools
• Ensuring excellent patient experience and professional communication standards at all times
• Escalating urgent clinical, safeguarding, or operational concerns appropriately and in a timely manner
• Supporting clinicians in the preparation, formatting, proofreading, and coordination of clinic letters, ADHD/Autism assessment reports, and other professional clinical documentation.

Requirements

• Previous office, administrative, or healthcare coordination experience, preferably within healthcare, mental health, or private medical practice
• Previous experience as a PA, Medical Secretary, Healthcare Administrator, or similar role is highly desirable
• Strong organisational, multitasking, and prioritisation skills with excellent attention to detail
• Strong proficiency in digital workplace and operational systems, including Microsoft 365 Suite, Google Workspace, Google Chat, Google Meet, and other virtual communication and workflow management platforms
• Excellent written and verbal communication skills
• Ability to work independently, proactively, and efficiently within a fast-paced and evolving environment
• Professional, warm, compassionate, and emotionally intelligent communication style
• Ability to maintain confidentiality and manage sensitive information appropriately at all times
• Strong time management and problem-solving abilities
• Comfortable learning, adapting to, and improving digital systems and workflows

Desirable Skills and Experience

• Experience within ADHD, Autism, CAMHS, neurodevelopmental, or mental health services
• Experience preparing MDT minutes, governance documentation, and operational reports
• Familiarity with healthcare compliance, governance, and CQC standards
• Experience using clinical systems and digital healthcare platforms
• Knowledge of medical terminology and healthcare pathways
• Experience supporting remote or hybrid teams and digital operations
• Experience using Monday.com, Zapier, or workflow automation platforms

What We’re Looking For

We are looking for someone who is:

• Highly organised, dependable, and detail-oriented
• Tech-savvy, adaptable, and confident using digital systems
• Proactive, solution-focused, and able to use initiative
• Calm and professional under pressure
• Warm, professional, and emotionally intelligent in communication
• Passionate about supporting high-quality patient care and service delivery
• Comfortable working within a growing, ambitious, and evolving healthcare organisation

Pay: £15.00-£18.00 per hour

Benefits:

• Flexitime
• Work from home

Experience:

• medical secretary: 2 years (required)

Language:

• English (required)

Work authorisation:

• United Kingdom (required)

Work Location: Remote