Job summary
We
have a part time secondment role for 28 hours per week as a Medical Secretary
here at the Leeds Dental Institute. The role will be working with our
friendly and supportive secretarial team and will be primarily supporting the
Oral and Maxillofacial Surgery department as well as supporting pooled
typing. The role is to cover a career break.
The
role will be working from our office in the Leeds Dental Institute w with
some flexibility working from home, following a period of training. The
working hours are flexible within our hours of the service (Weekdays 08:00
17:00) but will be required to work Mondays.
The
ideal candidate will be a caring, empathetic, and organised individual.
Medical typing experience would be an advantage however transferable skills
from similar roles would also be suitable for the position.
The
expected shortlisting date will be 4th July 2025
The
expected interview date will be 16th July
Main duties of the job
The
role will provide secretarial support to the Oral and Maxillofacial and
ancillary support to the wider Dental Institute. The primary function of the
role will be to type and issue correspondence to patients and other
healthcare providers. This will be typing verbal dictation into letters on
behalf of our clinical colleagues.
The
position will also include dealing with telephone enquiries from patients,
colleagues and other healthcare providers, diary management and utilising
various Microsoft 365 applications such as Word and Excel.
The
successful candidate will need to demonstrate strong communication skills,
prioritisation, and an ability to meet deadlines. Strong concentration and
attention to detail will also be important to the post holder.
About us
The
Leeds Dental Institute is part of the Leeds Teaching Hospitals Trust (LTHT)
and as such have a strong commitment to the values of being Patient Centred,
Fair, Accountable, Empowered and Collaborative. We want to make our
recruitment process as fair, inclusive and transparent as possible. As an
organisation we have a huge network of colleagues with varied skills and
experiences, LTHT is an excellent place to develop skills, networks and
careers.
Our
team has many experienced Medical Secretaries which means good knowledge is
retained within the team. We have an induction pack along with on-the-job
training in a supportive environment to help the successful candidate thrive
in their new role.
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
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
To
provide a comprehensive and high quality medical secretarial service to
support Oral & Maxillofacial Surgery clinical team (Consultants, their
medical teams e.g. junior medical staff as appropriate) in delivering high
quality care to the patients of Leeds and beyond. 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.
Duties
and responsibilities
Clinical
Correspondence & Support to Clinical Services
Typing/proof
reading clinical correspondence relating to outpatient 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 spread sheets.
Support
administrative process as deemed appropriate by the Senior Secretary.
To
support the Oral & Maxillofacial 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.
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.
Provide
information to Senior Medical Secretary, as appropriate, relating to workload
and work outstanding.
Provide
cover for other team secretaries/clerical staff when on annual leave or sick
leave.
Prolonged
periods of concentration are required for transcribing or proof reading
medical correspondence and using patient related information. This may frequently be interrupted with
phone calls or via face-to-face contact with other members of the team e.g.
Consultants.
The
post holder will be handling sensitive patient-related information on a daily
basis and as such may be regularly (daily) subjected to difficult and
emotional situations such as serious illness, bereavement or anxious family
members.
Job description
Job responsibilities
To
provide a comprehensive and high quality medical secretarial service to
support Oral & Maxillofacial Surgery clinical team (Consultants, their
medical teams e.g. junior medical staff as appropriate) in delivering high
quality care to the patients of Leeds and beyond. 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.
Duties
and responsibilities
Clinical
Correspondence & Support to Clinical Services
Typing/proof
reading clinical correspondence relating to outpatient 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 spread sheets.
Support
administrative process as deemed appropriate by the Senior Secretary.
To
support the Oral & Maxillofacial 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.
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.
Provide
information to Senior Medical Secretary, as appropriate, relating to workload
and work outstanding.
Provide
cover for other team secretaries/clerical staff when on annual leave or sick
leave.
Prolonged
periods of concentration are required for transcribing or proof reading
medical correspondence and using patient related information. This may frequently be interrupted with
phone calls or via face-to-face contact with other members of the team e.g.
Consultants.
The
post holder will be handling sensitive patient-related information on a daily
basis and as such may be regularly (daily) subjected to difficult and
emotional situations such as serious illness, bereavement or anxious family
members.
Person Specification
Skills & Behaviours
Essential
- Evidence of adaptability and willingness to learn skills associated with the role as may be required
- Evidence of interpersonal and communication skills.
- Evidence of ability to deal with enquiries in an appropriate and supportive manner.
- Proven ability to deal with sensitive and emotive information.
- Evidence of prioritising and managing workload to meet deadlines
Desirable
- Evidence of professional communication by telephone
- Evidence of professional communication by email
Experience
Essential
- Evidence of secretarial experience or transferable experience from a similar role.
- Knowledge and application of the Data Protection Act in relation to patient/customer confidentiality.
- Demonstrates an understanding of excellent customer service
- Evidence of using Microsoft office packages including word, excel and teams
Desirable
- A broad understanding of medical terminology and its use within clinical correspondence
- Use of patient information systems, such as PPM and EPRO.
Qualifications
Essential
- GCSE Grade C/4 or better in English and Maths
Desirable
- Audio typing/Word Processing Skills (RSA II or OCR) or equivalent experience
Person Specification
Skills & Behaviours
Essential
- Evidence of adaptability and willingness to learn skills associated with the role as may be required
- Evidence of interpersonal and communication skills.
- Evidence of ability to deal with enquiries in an appropriate and supportive manner.
- Proven ability to deal with sensitive and emotive information.
- Evidence of prioritising and managing workload to meet deadlines
Desirable
- Evidence of professional communication by telephone
- Evidence of professional communication by email
Experience
Essential
- Evidence of secretarial experience or transferable experience from a similar role.
- Knowledge and application of the Data Protection Act in relation to patient/customer confidentiality.
- Demonstrates an understanding of excellent customer service
- Evidence of using Microsoft office packages including word, excel and teams
Desirable
- A broad understanding of medical terminology and its use within clinical correspondence
- Use of patient information systems, such as PPM and EPRO.
Qualifications
Essential
- GCSE Grade C/4 or better in English and Maths
Desirable
- Audio typing/Word Processing Skills (RSA II or OCR) or equivalent experience
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.
