Job summary
Expected Shortlisting
Date
12/03/2026
Planned Interview
Date
20/03/2026
The
Clinical Service Unit for Respiratory Medicine is currently located across
various sites: Leeds General Infirmary, St Jamess University Hospital,
Wharfedale General Hospital and Seacroft Hospital.
An
exciting opportunity has arisen to provide medical secretarial support to a
team of Consultant Chest Physicians and other members of the team in
Respiratory Medicine at the Leeds General Infirmary and St Jamess University
Hospital.
Applicants
will be required to demonstrate effective communication, organisational and
an ability to see the wider picture. Applicants must be able to work on their
own initiative, both independently and within a team and will be required to
work effectively in a busy environment.
Candidates
should have previous secretarial experience, and a minimum of RSAII or OCRII
in typing or word processing. You will be joining a friendly, supportive team
of Administration Staff, Doctors and Nurses responsible for the management of
all respiratory patients in Leeds. We are looking for someone who is
enthusiastic, and who is a team player. The successful candidate will find
this a challenging and interesting role.
Main duties of the job
Duties
will include audio typing, data entry, dealing with telephone and email
enquiries and processing correspondence.
Please refer to the job description for full details.
We
are looking for someone who is enthusiastic, and who is a team player. The
successful candidate will find this a challenging and interesting role.
You
will be willing to undergo training, be diplomatic and committed to the
provision of a quality service.
About us
Leeds
Teaching Hospitals NHS Trust is one of the largest acute health providers in
the UK and based in one of the fastest growing and vibrant cities in the
north.
At
Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive,
caring teams who are champions of 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 they see as important to how we work.
Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
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
Principal
duties and areas of responsibility
Clinical
Correspondence & Support to Clinical Services
Typing/proof reading clinical
correspondence relating to outpatient and inpatient attendances and other
patient related correspondence on behalf of the consultant and clinical
teams.
Use a range of IT skills to support
the clinical work of the consultant e.g. use of databases and spreadsheets to
monitor test results for patients.
Support administrative process as
deemed appropriate by the Senior Medical Secretary and PSC.
To support the clinical teams in
the delivery of excellent patient care by actively working with colleagues
and other Departments to ensure that all patients registered within the
service are proactively supported through their patient journey (This would
include but is not limited to: ensuring that follow-up and/or discharge
appointments have been made for patients when required escalating to the
Patient Services Co-ordinator where appointments have been booked outside the
requested timescales).
Any other general administrative
duties associated with the consultant/clinical team outpatient and inpatient
workload.
Answer phone calls and deal with
enquiries relating to patients and clinical work from a variety of sources,
directly resolving where possible or transferring to appropriate personnel.
Liaise with GPs, hospital staff and
others on behalf of consultant in relation to clinical workload.
Maintain appropriate databases
(both Trust and Departmental) to support with the delivery of the 18-week
pathway or other waiting time standards as appropriate.
Assist in the coordination of test
results, bringing these to the attention of the consultant and taking
resulting action as required.
Maintaining
an effective administration service
Together with colleagues to
deputise for the Senior Medical Secretary in cases of absence to ensure
Departmental standards are maintained
In conjunction with other Team
Medical Secretaries and under the supervision of the Senior Medical Secretary
to work collectively as a team proactively planning workloads to meet
different deadlines and timescales.
Create and maintain appropriate
record systems relating to clinical workload e.g. tests and results
spreadsheets
Provide guidance to clerical
support officers as necessary.
Ensure that health records are
tracked on entering and leaving the Department and stored in an appropriate
manner in line with Trust Policy and patient confidentiality.
Ensure that health records are
maintained to a high standard at all times. All documentation and
investigation results must be securely filed in the correct section in
chronological order. Support Data Quality Indicators by ensuring that patient
information is accurate and updated on relevant paper and computerised
systems.
Access information systems to
obtain clinical information as required by the medical teams including
investigation results or other information e.g. from results server, PPM or
WinDIP
Work as part of the team to ensure
that all phone calls are answered within the department during core office
hours.
Provide information to Senior
Medical Secretary/PSC/Assistant PSC, as appropriate, relating to workload and
work outstanding.
Provide cover for other team
secretaries/clerical staff when on annual leave or sick leave.
Additional
duties
Any other duties that from time to
time may be deemed necessary by the Trust/Directorates that are commensurate
to the role.
Job description
Job responsibilities
Principal
duties and areas of responsibility
Clinical
Correspondence & Support to Clinical Services
Typing/proof reading clinical
correspondence relating to outpatient and inpatient attendances and other
patient related correspondence on behalf of the consultant and clinical
teams.
Use a range of IT skills to support
the clinical work of the consultant e.g. use of databases and spreadsheets to
monitor test results for patients.
Support administrative process as
deemed appropriate by the Senior Medical Secretary and PSC.
To support the clinical teams in
the delivery of excellent patient care by actively working with colleagues
and other Departments to ensure that all patients registered within the
service are proactively supported through their patient journey (This would
include but is not limited to: ensuring that follow-up and/or discharge
appointments have been made for patients when required escalating to the
Patient Services Co-ordinator where appointments have been booked outside the
requested timescales).
Any other general administrative
duties associated with the consultant/clinical team outpatient and inpatient
workload.
Answer phone calls and deal with
enquiries relating to patients and clinical work from a variety of sources,
directly resolving where possible or transferring to appropriate personnel.
Liaise with GPs, hospital staff and
others on behalf of consultant in relation to clinical workload.
Maintain appropriate databases
(both Trust and Departmental) to support with the delivery of the 18-week
pathway or other waiting time standards as appropriate.
Assist in the coordination of test
results, bringing these to the attention of the consultant and taking
resulting action as required.
Maintaining
an effective administration service
Together with colleagues to
deputise for the Senior Medical Secretary in cases of absence to ensure
Departmental standards are maintained
In conjunction with other Team
Medical Secretaries and under the supervision of the Senior Medical Secretary
to work collectively as a team proactively planning workloads to meet
different deadlines and timescales.
Create and maintain appropriate
record systems relating to clinical workload e.g. tests and results
spreadsheets
Provide guidance to clerical
support officers as necessary.
Ensure that health records are
tracked on entering and leaving the Department and stored in an appropriate
manner in line with Trust Policy and patient confidentiality.
Ensure that health records are
maintained to a high standard at all times. All documentation and
investigation results must be securely filed in the correct section in
chronological order. Support Data Quality Indicators by ensuring that patient
information is accurate and updated on relevant paper and computerised
systems.
Access information systems to
obtain clinical information as required by the medical teams including
investigation results or other information e.g. from results server, PPM or
WinDIP
Work as part of the team to ensure
that all phone calls are answered within the department during core office
hours.
Provide information to Senior
Medical Secretary/PSC/Assistant PSC, as appropriate, relating to workload and
work outstanding.
Provide cover for other team
secretaries/clerical staff when on annual leave or sick leave.
Additional
duties
Any other duties that from time to
time may be deemed necessary by the Trust/Directorates that are commensurate
to the role.
Person Specification
Experience
Essential
- Use of Health care administration systems such as PAS/PPM/EPRO/EMIS
- Administration and secretarial experience
- ability to use a variety of Microsoft outlook packages
- ability to prioritise workload to meet demand
Desirable
- Use of Health care administration systems such as PAS
- Experience of dealing with internal and external enquiries from various sources
- Previous experience of working within a health care setting
Qualifications
Essential
- GCSE's in English & Math at grade C or above
Desirable
- ECDL
- Audio Typing/Word processing skills equivalent to RSA Level II or above
Skills & behaviours
Essential
- Interpersonal and communication skills
- Organisation and time management skills
- Demonstrated understanding of customer care principles
- Ability to communicate sensitively and in an appropriate manner with a range of people
- Ability to work as part of a team as well as work on own initiative when required
- A broad understanding of medical terminology and its use within clinical correspondence
Person Specification
Experience
Essential
- Use of Health care administration systems such as PAS/PPM/EPRO/EMIS
- Administration and secretarial experience
- ability to use a variety of Microsoft outlook packages
- ability to prioritise workload to meet demand
Desirable
- Use of Health care administration systems such as PAS
- Experience of dealing with internal and external enquiries from various sources
- Previous experience of working within a health care setting
Qualifications
Essential
- GCSE's in English & Math at grade C or above
Desirable
- ECDL
- Audio Typing/Word processing skills equivalent to RSA Level II or above
Skills & behaviours
Essential
- Interpersonal and communication skills
- Organisation and time management skills
- Demonstrated understanding of customer care principles
- Ability to communicate sensitively and in an appropriate manner with a range of people
- Ability to work as part of a team as well as work on own initiative when required
- A broad understanding of medical terminology and its use within clinical correspondence
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.
