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Leeds Teaching Hospitals

Medical Secretary (XN03)

The closing date is 13 November 2025

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Job summary

Expected Shortlisting Date

12/11/2025

Planned Interview Date

26/11/2025

An exciting opportunity has arisen for a Departmental Secretary to the join the Rheumatology and Complex Rehabilitation team within the Chapel Allerton Hospital CSU. This would be an ideal opportunity for someone looking to expand their experience and knowledge. The successful candidate will provide comprehensive secretarial/administrative support to the Rheumatology department, based at Chapel Allerton Hospital.

The post is for 37.5 hours per week, Monday-Friday.

General secretarial duties will include the typing of correspondence, clinic letters, discharge summaries, dealing with telephone enquiries and supporting the various referral to treatment targets. The successful candidate would also be expected to make appointments for patients. We are looking for a highly motivated, flexible and hard working person.

Candidates will need excellent communication skills, the ability to work as part of a team, to work under minimal supervision and the ability to meet deadlines.

Experience in typing/word processing or equivalent would be desirable to undertake this varied and interesting role, along with a good standard of English.

If you require any further information about this role then please contact:

Neil Thompson, Patient Service Coordinator - 0113 3924789

Main duties of the job

The post holder will work as part of a secretarial team, responsible for the typing, issuing and filing of diagnostic reports, supporting the core service work of the department. To book appointment as and when required. Manage their workload in line with departmental requirements or as identified by the Senior Medical Secretary, manage waiting lists and deal with patient enquiries.

The post holder will provide a comprehensive secretarial service to the medical team. They will support processes to sustain the departments practice through administrative protocols, processes and procedures in line with service needs. They must be able to communicate sensitively and effectively with a wide range of people including patients, medical staff and colleagues. The secretary may be required to cover for colleagues during absence and work flexible hours when necessary.

The post holder will support the Clinical Team in the provision of an efficient and effective office service. To ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality.

About us

Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.

By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.

WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition.

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.

Details

Date posted

23 October 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9298-CAH-106

Job locations

Chapel Allerton Hospital

Chapeltown Road

Leeds

LS7 4SA


Job description

Job responsibilities

Band 3 - Medical Secretary Job Description

J O B D E S C R I P T I O N

1. JOB DETAILS

Job Title: Medical Secretary - General

Ref No:

Grade: 3

Hours/Length of Post: 37.5

Unit/Department: Rheumatology

Location: Chapel Allerton Hospital

Reports to: Senior Medical Secretary

Accountable to: Patient Services Coordinator / Business Manager

2. JOB PURPOSE

The post holder will provide a comprehensive secretarial service to the medical team. They will support processes to sustain the departments practice through administrative protocols, processes and procedures in line with service needs. They must be able to communicate sensitively and effectively with a wide range of people including patients, medical staff and colleagues. The secretary may be required to cover for colleagues during absence and work flexible hours when necessary.

3. JOB DIMENSIONS

The post holder will work as part of a secretarial team, responsible for the typing, issuing and filing of diagnostic reports, supporting the core service work of the department. The post holder will support the Clinical Team in the provision of an efficient and effective office service. To ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality.

4. ORGANISATIONAL CHART

5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Knowledge

Application of Trust policies, hospital practices and procedures associated with the role of the medical secretary which require specialist knowledge e.g Medical Terminology, Patient Pathway protocols.

Appreciation of clinical/operational areas that the service area interacts with.

Application of data protection and copyright laws and their affects on the service.

Appreciation of the aims and application of standards of care.

An understanding of the relationship and impact on the service of a range of IT applications e.g. PAS.

Skills

Appropriate typing/IT qualification or equivalent.

An ability to accurately transcribe complicated audio tapes, short hand notes and type complicated medical information.

The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity involving colleagues, patients and their families.

An ability to communicate clearly and effectively at all levels, i.e. patients, relatives, colleagues and health professionals, within the Trust and externally.

Must be tactful and diplomatic.

Experience

Working in a customer focussed environment.

Understanding and knowledge of office based procedures/systems.

Experience of using a variety of IT applications in a Windows based environment.

Qualifications

GCSE (or equivalent) English Language grade C or above.

RSA Stage II typing/word processing or equivalent.

European Computer Driving Licence (ECDL).

6. CORE VALUES

Demonstrate a Patient focussed approach to role, responsibilities and duties.

Professional approach and attitude to work, patients and colleagues.

Flexibility in approach to work and colleagues.

Non judgemental.

Team worker

Assumes responsibility for personal development.

Honesty, integrity and discretion.

7. CORE BEHAVIOURS AND SKILLS

Commitment to ensuring work is completed and targets met within the timescales dictated by the NHS and Trust protocols.

Supportive and helpful to patients and Trust employees at all levels.

Compassionate and understanding of patients needs.

Demonstrate integrity and respect confidentiality.

Ability to adapt to new working practices and processes.

Flexibility in work and workload and ability to prioritise.

Ability to work effectively under pressure.

Effective communication skills, verbal and written.

Ability to work within local, Trust and NHS processes and protocols.

Demonstrate a commitment to Team working both internally and externally.

8. CORE KNOWLEDGE AND UNDERSTANDING

An appreciation of Trust and National standards/targets applicable to their service area.

Understanding of Medical Terminology applicable to the service area.

An appreciation of complimentary service areas/functions.

Knowledge and experience of operating and utilising information systems, software applications and office equipment.

Aware of the Data Protection Act and appropriate care of patient information

Have achieved a good standard of general education with qualifications and experience pertinent to the role.

9. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Provide a comprehensive secretarial service to the medical team.

Filing correspondence and results of tests/investigations in a timely manner.

Maintaining appropriate record systems.

Using a range of IT skills to support the clinical work of the medical team.

Provide assistance and support to clerical or trainee staff and to new/temporary staff.

Liaising with patients, general practitioners and hospital staff.

Respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and taking responsibility for any follow-up action.

Work as part of the administration team and, when necessary, provide interdepartmental cover, where appropriate and in discussion with the line manager.

Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS.

Health and Safety/Risk Management

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system.

Equality and Diversity

The jobholder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

Patient and Public Involvement

The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback.

Training and Personal Development Continuous Professional Development

The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.

Respect for Patient Confidentiality

The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.

10. COMMUNICATION & WORKING RELATIONSHIPS

The post holder will be required to maintain and respect working relationships and communication networks associated with the post. Communication will include those organisations, individuals and institutions which the post holder comes into contact with. Typically these will include internal networks associated with the specialty area as well as other external contacts as appropriate. .The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times.

12. SPECIAL WORKING CONDITIONS

There may be a requirement to support the delivery of the service at other sites as necessary. This could be a regular feature of the post or only an occasional requirement. This will be confirmed following a discussion with their line manager.

Job description

Job responsibilities

Band 3 - Medical Secretary Job Description

J O B D E S C R I P T I O N

1. JOB DETAILS

Job Title: Medical Secretary - General

Ref No:

Grade: 3

Hours/Length of Post: 37.5

Unit/Department: Rheumatology

Location: Chapel Allerton Hospital

Reports to: Senior Medical Secretary

Accountable to: Patient Services Coordinator / Business Manager

2. JOB PURPOSE

The post holder will provide a comprehensive secretarial service to the medical team. They will support processes to sustain the departments practice through administrative protocols, processes and procedures in line with service needs. They must be able to communicate sensitively and effectively with a wide range of people including patients, medical staff and colleagues. The secretary may be required to cover for colleagues during absence and work flexible hours when necessary.

3. JOB DIMENSIONS

The post holder will work as part of a secretarial team, responsible for the typing, issuing and filing of diagnostic reports, supporting the core service work of the department. The post holder will support the Clinical Team in the provision of an efficient and effective office service. To ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality.

4. ORGANISATIONAL CHART

5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Knowledge

Application of Trust policies, hospital practices and procedures associated with the role of the medical secretary which require specialist knowledge e.g Medical Terminology, Patient Pathway protocols.

Appreciation of clinical/operational areas that the service area interacts with.

Application of data protection and copyright laws and their affects on the service.

Appreciation of the aims and application of standards of care.

An understanding of the relationship and impact on the service of a range of IT applications e.g. PAS.

Skills

Appropriate typing/IT qualification or equivalent.

An ability to accurately transcribe complicated audio tapes, short hand notes and type complicated medical information.

The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity involving colleagues, patients and their families.

An ability to communicate clearly and effectively at all levels, i.e. patients, relatives, colleagues and health professionals, within the Trust and externally.

Must be tactful and diplomatic.

Experience

Working in a customer focussed environment.

Understanding and knowledge of office based procedures/systems.

Experience of using a variety of IT applications in a Windows based environment.

Qualifications

GCSE (or equivalent) English Language grade C or above.

RSA Stage II typing/word processing or equivalent.

European Computer Driving Licence (ECDL).

6. CORE VALUES

Demonstrate a Patient focussed approach to role, responsibilities and duties.

Professional approach and attitude to work, patients and colleagues.

Flexibility in approach to work and colleagues.

Non judgemental.

Team worker

Assumes responsibility for personal development.

Honesty, integrity and discretion.

7. CORE BEHAVIOURS AND SKILLS

Commitment to ensuring work is completed and targets met within the timescales dictated by the NHS and Trust protocols.

Supportive and helpful to patients and Trust employees at all levels.

Compassionate and understanding of patients needs.

Demonstrate integrity and respect confidentiality.

Ability to adapt to new working practices and processes.

Flexibility in work and workload and ability to prioritise.

Ability to work effectively under pressure.

Effective communication skills, verbal and written.

Ability to work within local, Trust and NHS processes and protocols.

Demonstrate a commitment to Team working both internally and externally.

8. CORE KNOWLEDGE AND UNDERSTANDING

An appreciation of Trust and National standards/targets applicable to their service area.

Understanding of Medical Terminology applicable to the service area.

An appreciation of complimentary service areas/functions.

Knowledge and experience of operating and utilising information systems, software applications and office equipment.

Aware of the Data Protection Act and appropriate care of patient information

Have achieved a good standard of general education with qualifications and experience pertinent to the role.

9. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Provide a comprehensive secretarial service to the medical team.

Filing correspondence and results of tests/investigations in a timely manner.

Maintaining appropriate record systems.

Using a range of IT skills to support the clinical work of the medical team.

Provide assistance and support to clerical or trainee staff and to new/temporary staff.

Liaising with patients, general practitioners and hospital staff.

Respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and taking responsibility for any follow-up action.

Work as part of the administration team and, when necessary, provide interdepartmental cover, where appropriate and in discussion with the line manager.

Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS.

Health and Safety/Risk Management

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system.

Equality and Diversity

The jobholder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

Patient and Public Involvement

The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback.

Training and Personal Development Continuous Professional Development

The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.

Respect for Patient Confidentiality

The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.

10. COMMUNICATION & WORKING RELATIONSHIPS

The post holder will be required to maintain and respect working relationships and communication networks associated with the post. Communication will include those organisations, individuals and institutions which the post holder comes into contact with. Typically these will include internal networks associated with the specialty area as well as other external contacts as appropriate. .The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times.

12. SPECIAL WORKING CONDITIONS

There may be a requirement to support the delivery of the service at other sites as necessary. This could be a regular feature of the post or only an occasional requirement. This will be confirmed following a discussion with their line manager.

Person Specification

Experience

Essential

  • Secretarial and administrative experience/ Secretarial and administrative processes and practices/Knowledge of Epro,WINDIP, PatientCentre/PAS and PPM+

Desirable

  • Customer focussed/customer service skillsNHS/Trust protocols/policies and procedures

Skills & behaviours

Essential

  • Professional attitude to work/Polite and helpful/customer service skills/Caring and understanding/Common sense and initiative Integrity

Desirable

  • Ability to adapt to change of circumstances

Qualifications

Essential

  • Typing/word processing experience Proficient audio/copy typist GCSE (or equivalent) English Language grade C or above

Desirable

  • Medical terminology Qualified to RSAII typing/word processing or Equivalent

Additional Requirements

Essential

  • Ability to manage time and workload
Person Specification

Experience

Essential

  • Secretarial and administrative experience/ Secretarial and administrative processes and practices/Knowledge of Epro,WINDIP, PatientCentre/PAS and PPM+

Desirable

  • Customer focussed/customer service skillsNHS/Trust protocols/policies and procedures

Skills & behaviours

Essential

  • Professional attitude to work/Polite and helpful/customer service skills/Caring and understanding/Common sense and initiative Integrity

Desirable

  • Ability to adapt to change of circumstances

Qualifications

Essential

  • Typing/word processing experience Proficient audio/copy typist GCSE (or equivalent) English Language grade C or above

Desirable

  • Medical terminology Qualified to RSAII typing/word processing or Equivalent

Additional Requirements

Essential

  • Ability to manage time and workload

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.

Employer details

Employer name

Leeds Teaching Hospitals

Address

Chapel Allerton Hospital

Chapeltown Road

Leeds

LS7 4SA


Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Leeds Teaching Hospitals

Address

Chapel Allerton Hospital

Chapeltown Road

Leeds

LS7 4SA


Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Patient Services Coordinator

Neil Thompson

Neil.Thompson3@nhs.net

Details

Date posted

23 October 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9298-CAH-106

Job locations

Chapel Allerton Hospital

Chapeltown Road

Leeds

LS7 4SA


Supporting documents

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