Job summary
Expected Shortlisting
Date
05/06/2025
Planned Interview
Date
17/06/2025
An
exciting opportunity has arisen for an enthusiastic, flexible, and well
organised individual to join the Colorectal team as a Team Medical Secretary.
To
provide a comprehensive and high quality medical secretarial service to
support the Colorectal clinical teams (Consultants, their medical teams e.g.
junior medical staff or specialist nursing staff as appropriate) in
delivering high quality care to the patients of Leeds and beyond. You'll be
responsible for typing and proof reading clinical correspondence, using IT
skills to support consultants, and actively participating in administrative
processes.
The
post holder will be expected to support the Colorectal service by ensuring
that patients smoothly progress through their pathways by coordinating new
and follow-up appointments and addressing telephone and email enquiries. The
success candidate will also actively be involved with waiting list management
and validation.
The
Core hours of this post is Monday Friday 37.5 hours per week. Flexible
working could be discussed once the candidate is fully embedded within the
team.
For
further information please contact:
Courtney
Collins - Courtney.collins1@nhs.net (0113 20 66263)
Main duties of the job
This
pivotal role involves serving as a crucial link between clinical teams and
patients, ensuring the seamless flow of medical correspondence and
administrative processes.
To
provide a comprehensive and high quality medical secretarial service to
support the Colorectal clinical teams (Consultants, their medical teams e.g.
junior medical staff or specialist nursing staff as appropriate) in
delivering high quality care to the patients.
As
a medical secretary, you'll be responsible for audio typing/typing and
proofreading clinical documents, minute taking, utilising diverse IT skills
to support consultants, and managing workloads in alignment with departmental
requirements. You be responsible for managing workload in line with
departmental requirements.
Your
role extends beyond paperwork, as you actively contribute to improving
patient experiences by facilitating the movement of patients through their
18-week pathway or other national waiting time standards.
Handling
patient enquiries and phone calls, you'll play a key role in maintaining
effective communication channels between medical teams, patients, and
external stakeholders.
You
will be expected to support the Colorectal service by ensuring that patients
smoothly progress through their pathways by coordinating new and follow-up
appointments.
The
success candidate will also actively be involved with waiting list management
and validation.
About us
Team
Medical Secretary This role
Assistant
Patient Service Coordinator
Assistant
Business Manager
Business
Manager
Leeds
Teaching Hospitals is committed to our process of redeploying 'at risk'
members of our existing workforce to new roles. As such, all our job adverts
are subject to this policy and we reserve the right to close, delay or remove
adverts while this process is completed. If you do experience a delay in the
shortlisting stage of the recruitment cycle, please bear with us while this
process is completed, and contact the named contact if you have any
questions.
Job description
Job responsibilities
An
exciting opportunity has arisen for an enthusiastic, flexible, and well
organised individual to join the Colorectal team as a Team Medical Secretary.
To
provide a comprehensive and high quality medical secretarial service to
support the Colorectal clinical teams (Consultants, their medical teams e.g.
junior medical staff or specialist nursing staff as appropriate) in
delivering high quality care to the patients of Leeds and beyond. You'll be
responsible for typing and proof reading clinical correspondence, using IT
skills to support consultants, and actively participating in administrative
processes.
The
post holder will be expected to support the Colorectal service by ensuring
that patients smoothly progress through their pathways by coordinating new
and follow-up appointments and addressing telephone and email enquiries.
The
success candidate will also actively be involved with waiting list management
and validation.
This
role will additionally make a key contribution in improving the patient
experience by supporting Directorate teams with the movement of patients
through their 18-week pathway or other national waiting time standards as
appropriate.
Job description
Job responsibilities
An
exciting opportunity has arisen for an enthusiastic, flexible, and well
organised individual to join the Colorectal team as a Team Medical Secretary.
To
provide a comprehensive and high quality medical secretarial service to
support the Colorectal clinical teams (Consultants, their medical teams e.g.
junior medical staff or specialist nursing staff as appropriate) in
delivering high quality care to the patients of Leeds and beyond. You'll be
responsible for typing and proof reading clinical correspondence, using IT
skills to support consultants, and actively participating in administrative
processes.
The
post holder will be expected to support the Colorectal service by ensuring
that patients smoothly progress through their pathways by coordinating new
and follow-up appointments and addressing telephone and email enquiries.
The
success candidate will also actively be involved with waiting list management
and validation.
This
role will additionally make a key contribution in improving the patient
experience by supporting Directorate teams with the movement of patients
through their 18-week pathway or other national waiting time standards as
appropriate.
Person Specification
Skills & behaviours
Essential
- Adaptability and willingness to learn skills associated with the role as may be required. Interpersonal and communication skills.
- Ability to work independently and as part of a team. Use of tact, diplomacy, and sensitivity with wide range of people and in various situations.
- Ability to deal with enquiries in an appropriate and supportive manner. Prioritising and managing workload to meet deadlines (essential).
- Ability to deal with sensitive and emotive information. Interpersonal and communication skills.
- Understanding of customer care principles.
- Coordination of new and follow-up appointments.
- THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what
Qualifications
Essential
- Audio typing/Word Processing Skills RSA II or equivalent experience.
- GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2) in English and Maths.
Desirable
- Audio typing/Word Processing Skills RSA II or equivalent experience.
- GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2) in English and Maths.
Experience
Essential
- Secretarial experience
- Using Microsoft office packages including word, excel and PowerPoint.
- Prioritising and managing workload to meet deadlines.
- A broad understanding of medical terminology and its use within clinical correspondence.
- Understanding of customer care principles.
- Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information.
- Using patient information systems such as PAS (essential) and PPM (desirable) or the ability to quickly develop this knowledge in a short time frame.
- Liaising with a variety of sources to provide information when required.
- Ability to work independently and as part of a team.
- Ability to communicate sensitively via email and telephone with a wide range of people including patients, using tact and diplomacy.
- A good understanding of relevant Trust standards and National Waiting Time Standards e.g. turnaround of clinical correspondence, 18 week wait pathway.
- Coordination of new and follow-up appointments.
- Validation and management of patient waiting lists.
Desirable
- Previous healthcare experience
- Use of PPM and other department-relevant systems e.g. ICE
- Understanding of relevant Trust standards and other NHS waiting time standards e.g., 18-week wait for patients.
- Dealing with internal and external enquiries originating from a variety of sources including but not limited to: staff in other Departments, patients, staff in GP surgeries.
Person Specification
Skills & behaviours
Essential
- Adaptability and willingness to learn skills associated with the role as may be required. Interpersonal and communication skills.
- Ability to work independently and as part of a team. Use of tact, diplomacy, and sensitivity with wide range of people and in various situations.
- Ability to deal with enquiries in an appropriate and supportive manner. Prioritising and managing workload to meet deadlines (essential).
- Ability to deal with sensitive and emotive information. Interpersonal and communication skills.
- Understanding of customer care principles.
- Coordination of new and follow-up appointments.
- THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what
Qualifications
Essential
- Audio typing/Word Processing Skills RSA II or equivalent experience.
- GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2) in English and Maths.
Desirable
- Audio typing/Word Processing Skills RSA II or equivalent experience.
- GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2) in English and Maths.
Experience
Essential
- Secretarial experience
- Using Microsoft office packages including word, excel and PowerPoint.
- Prioritising and managing workload to meet deadlines.
- A broad understanding of medical terminology and its use within clinical correspondence.
- Understanding of customer care principles.
- Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information.
- Using patient information systems such as PAS (essential) and PPM (desirable) or the ability to quickly develop this knowledge in a short time frame.
- Liaising with a variety of sources to provide information when required.
- Ability to work independently and as part of a team.
- Ability to communicate sensitively via email and telephone with a wide range of people including patients, using tact and diplomacy.
- A good understanding of relevant Trust standards and National Waiting Time Standards e.g. turnaround of clinical correspondence, 18 week wait pathway.
- Coordination of new and follow-up appointments.
- Validation and management of patient waiting lists.
Desirable
- Previous healthcare experience
- Use of PPM and other department-relevant systems e.g. ICE
- Understanding of relevant Trust standards and other NHS waiting time standards e.g., 18-week wait for patients.
- Dealing with internal and external enquiries originating from a variety of sources including but not limited to: staff in other Departments, patients, staff in GP surgeries.
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.
