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Medical Secretary & MHA Administrator




Priory Hospital Marlow, 309 Cressex Road High Wycombe HP12 4QF

Priory Group Division


Vacancy Type

Permanent - Full Time


up to £22,000



Job Advert - Division Information


Knowing that you’re making a difference to people’s lives is rewarding in itself. But our many roles offer much more than that. As well as helping you grow and develop your talent, we want you to feel proud of where you work and what you do.

Job Advert Role Description

As one of the UK’s leading providers of behavioural care and specialist support services to adults and young people, Priory Group promise a challenging and fulfilling career with the support of a world class organisation willing to invest in your development. 
Across our network of hospitals, residential care homes, education facilities and supported living services, we are making a real and lasting difference to the lives of the people we support.


We are looking for a reliable, enthusiastic and highly skilled Medical Secretary & MHA Administrator to join a new inpatient hospital team for Adults with Eating Disorders  in High Wycombe. As a core member of the site administration team you will provide efficient, professional and effective secretarial and administrative, and MHA support to Priory Hospital Marlow.

The duties of the role include but are not limited to the below:

• Provide efficient and effective administrative support to the hospital and particularly the medical team. This will regularly include typing, minute taking, receiving telephone enquiries, diary and appointment management, managing correspondence, meeting and greeting visitors and other administrative tasks as appropriate. You will also be required to liaise with other Priory Healthcare sites and departments, Insurers, GPs and Commissioners regarding specific patient details and invoicing. 
• Within all duties, ensure that you comply with the General Data Protection Regulation (GDPR) and Company Data Security requirements.
• To provide cross cover within specified Medical Secretaries teams, to ensure delivery of key deliverables within the Service Standards as assigned by your line manager. 
• Ensure full compliance with the ‘customer relationship management system’ (Salesforce) in line with service standards for Medical Secretariat. 
• Consistent use of CareNotes, paying particular attention to uploading reports and copy documents as appropriate and in line with company policies and standards for Medical Secretariat. This includes ensuring that you update patient details and records within CareNotes promptly, ensuring accuracy of all data input.
• Provide exceptional customer service to our patients, ensuring a positive customer experience. 
• You will be required to accurately record Independent Consultant time to ensure appropriate invoicing controls are in place for the hospital. Independent Consultant Time is designated as time you spend completing tasks assigned to you by a Consultant. 
• Organise diaries and patient appointments directly with patients and Consultants whilst ensuring the hospital is providing the best possible service to patients. 
• Liaise with Inpatient and Therapy Services regarding admissions, discharges, follow up arrangements and CPA and other multi agency meetings 
• Handle complaints from patients and families with sensitivity and a level of urgency, escalating to the site SMT, and in accordance with Company Policy. 
• Ensure that Medical records are safely stored and archived in accordance with company and local procedures. 
• Maintains all standards pertaining to confidentiality and Information Governance in accordance with Company Policies. 
• To manage the efficient administration of the Mental Health Act (MHA) within the area of responsibility and prioritise workload to meet constantly changing demands. 
• To ensure compliance with the MHA 1983, amendments to the act and the revised MHA Code of Practice. 
•  To support and advise staff, service users and relatives on the MHA 1983 and associated procedures. 
• Create and maintain individual legal files for service users subject to the Act, safeguarding confidential information and statutory documentation.  
• Maintain accurate data in relation to the use of the Act in order to provide statistical information for national and local reporting processes. 
• Keep up to date with new legislation relating to the MHA, and the implementation of new policies and procedures as required and ensure staff are fully informed and trained in new practices. 
•  Provide MHA training for the hospital, as part of the division’s mandatory training. 
• Provide support to other MHA administrators and provide cover when required and as agreed. 
• Receive and scrutinise statutory documentation; ensure that errors are rectified within the legal timescale; be responsible for identifying an invalidating error and following documented procedures after consultation with the Director of Nursing. 
•  Provide information to Service Users and their nearest relatives under section 132 of the MHA. 
• Provide information to qualifying patients in relation to their right to access Independent Mental Health Advocacy Services (IMHA) under section 132D. 
• Monitor, remind and record changes in legal status and appropriate documentation. Informing Consultants and nursing staff of legal requirements relating to detained patients i.e renewal of sections, consent to treatment etc. 
• Be responsible for processing hearings in relation to MH tribunals and Hospital Directors review, notifying all relevant parties, obtaining reports negotiating hearing dates and venues, providing and processing documentation in accordance with the MHA Code of Practice and Divisional Policies and procedures. 
• Follow up MHA action points in CQC Inspection reports following visits to clinical areas by the CQC 
• Reporting to the hospital Clinical Governance Committee, MHA managers meeting etc as required. 
• Act in the capacity of audit facilitator regarding any local or divisional clinical audits on the MHA.  
• Ensure supplies of MHA documentation, statutory and in house, are available for clinicians, service users and their nearest relatives. 
• All members of the hospital administration team will be expected to cross-cover for the other members of the administration team to meet the needs of the hospital, including but not limited to: Finance, HR & Payroll, SLA, Governance, Reception, and other general administration duties.

 Knowledge / Education / Skills
• Educated to GCSE (grades A-C) or equivalent standard. 
• Excellent computer and Microsoft office skills. 
• An understanding of medical terminology is required. 
• Passionate about providing a high quality service to the hospital. 
• Strong organisational skills, ability to prioritise own workload. 
• Detail oriented and excellent attention to detail 
• A team worker 
• A high level of confidentiality and integrity required.
• Able to challenge and direct staff on the use of the MHA;  
• Able to read, understand interpret and apply relevant legislation and current case law relating to the act 

• Experience within an administrative, customer service, clinical or other appropriate background. 
• Experience of working within a team and sharing workload to ensure the department runs effectively. 
• Generally, work within existing procedures and processes, however, there will occasionally be the need for more adaptive thinking, particularly when working with patients and their families.  

As you might expect, our benefits are flexible and tailored to the individual, but here’s just some of what’s on offer:
• A competitive salary
• Up to 25 days annual leave plus Bank holidays
• Birthday Leave 
• CPD opportunities 
• Pension scheme with a Priory contribution
• Your Priory, Your Benefits+ - Our shopping discount site where you’ll find great offers for online and in-store shopping, negotiated specially for everyone who works at the Priory Group.
• Enhanced Maternity pay in line with NHS

The successful candidate will be required to apply for a disclosure at the enhanced level from the Disclosure and Barring Services. Further information can be obtained from Priory Group will cover the cost of a DBS check for all successful applicants. We are an equal opportunities employer. For more information please e-mail Jenny Barnor, HR Advisor on 

Division DBS info

About us

As one of the UK’s leading providers of behavioural care and specialist support services to adults and young people, Priory Group promise a challenging and fulfilling career with the support of a world class organisation willing to invest in your development. 

Across our network of hospitals, residential care homes, education facilities and supported living services, we are making a real and lasting difference to the lives of the people we support.


All roles will be subject to a successful disclosure at an appropriate level from the Disclosure and Barring Service (DBS), Access NI or Disclosure Scotland. We are an equal opportunities employer. Priory Group will cover the cost of a DBS check.

Closing Date