Job summary
We
are delighted to announce a fantastic opportunity for a Band 4 Senior Medical
Secretary to join our dynamic Endocrinology team. This role is perfect for an
individual eager to broaden their experience and deepen their knowledge
within a fast-paced, busy department.
The
successful candidate will play a crucial role in ensuring the smooth and
efficient running of the office, overseeing a well-established administrative
team. Key responsibilities will include authorising annual leave, managing
staff sickness and annual appraisals, coordinating the staff rota, and
providing comprehensive secretarial support such as minuting meetings,
typing, and handling various ad hoc tasks and assisting with the MDT
services.
We
are seeking a highly motivated, adaptable, and dedicated individual who
thrives in a demanding and fast-moving environment.
This
is a full-time position (37.5 hours per week), 08:00-16:00. Once fully
trained, we offer the opportunity to work from home one day per week.
For
more information, please contact Hafsa Asad, Patient Services Coordinator, at
hafsa.asad@nhs.net.
Expected Shortlisting
Date
29/07/2025
Planned Interview
Date
05/08/2025
Main duties of the job
We
are seeking a collaborative team player with a strong commitment to
professionalism to join the Endocrinology administrative team. The successful
candidate will take responsibility for the effective management of the admin
team and ensure the smooth day-to-day running of the office.
Key
duties will include authorising annual leave, managing staff sickness,
overseeing annual appraisals, prioritising workloads, reviewing work
practices, and managing the staff rota. The role also involves general
secretarial tasks such as minuting meetings, typing, handling various ad hoc
duties and assisting with the MDT services.
About us
The
Endocrinology admin team comprises 4 medical secretaries, 2 clerk/typists,
and 2 MDT administrators. This hardworking and knowledgeable team is not only
highly skilled but also a friendly and enjoyable group to work with.
The
Endocrinology department itself is a busy and dynamic environment, offering
plenty of opportunities to expand your knowledge about the service and the
Clinical Support Unit (CSU). Leeds Teaching Hospitals is a fantastic
organisation to be part of, providing staff with a wealth of new and
interesting professional development opportunities.
This
role is based at St Jamess Hospital within a fast-paced but welcoming
department. You will be expected to prioritise your workload effectively,
juggle multiple tasks, and provide vital support to the admin team. The
ability to work independently using your own initiative, as well as
collaboratively within a team, is essential.
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 consistent and high-quality Personal Assistant (PA) service to a
group of Clinicians and their teams while supervising the provision of a
comprehensive medical secretarial service by a group of staff. The Senior
Medical Secretary will have oversight of the referral to treatment time
pathway for their consultants patients ensuring they are managed efficiently
and effectively through their agreed clinical pathways and where it is not
possible that the correct escalation procedures are followed.
The
post-holder will:
Provide a wide-ranging PA service
to a group of clinicians (the number of which will be determined by
Departmental requirements and the job plan commitments of the clinical team
concerned).
For the group of consultants
responsible for, manage the flow of patients ensuring tests and/or
appointments are booked within the necessary timescales escalating potential
for delays to the PSC/Business Manager to ensure that prompt action is taken
at all times in order to support strategic capacity/demand planning for the
Organisation.
At the request of the PSC and where
relevant, undertake investigation for informal PALS complaints.
Co-ordinate and transcribe/process
responses to formal patient complaints together with the clinician ensuring
that investigation outcomes are generated within the timeframe agreed with
the patient.
Coordinate and supervise the
day-to-day activities and workload of a small team of medical secretaries
(and work closely with relevant PSC/Assistant PSCs as appropriate) and any
supporting clerical staff.
Support the Team Medical
Secretaries to ensure that service provision meets relevant quality
standards.
Be the departmental
super-user/system administrator for voice recognition and digital dictation
Take a lead in developing new
systems and processes to support on-going service delivery and the
maintenance of a high quality service for the patients of Leeds and beyond.
Job description
Job responsibilities
To
provide a consistent and high-quality Personal Assistant (PA) service to a
group of Clinicians and their teams while supervising the provision of a
comprehensive medical secretarial service by a group of staff. The Senior
Medical Secretary will have oversight of the referral to treatment time
pathway for their consultants patients ensuring they are managed efficiently
and effectively through their agreed clinical pathways and where it is not
possible that the correct escalation procedures are followed.
The
post-holder will:
Provide a wide-ranging PA service
to a group of clinicians (the number of which will be determined by
Departmental requirements and the job plan commitments of the clinical team
concerned).
For the group of consultants
responsible for, manage the flow of patients ensuring tests and/or
appointments are booked within the necessary timescales escalating potential
for delays to the PSC/Business Manager to ensure that prompt action is taken
at all times in order to support strategic capacity/demand planning for the
Organisation.
At the request of the PSC and where
relevant, undertake investigation for informal PALS complaints.
Co-ordinate and transcribe/process
responses to formal patient complaints together with the clinician ensuring
that investigation outcomes are generated within the timeframe agreed with
the patient.
Coordinate and supervise the
day-to-day activities and workload of a small team of medical secretaries
(and work closely with relevant PSC/Assistant PSCs as appropriate) and any
supporting clerical staff.
Support the Team Medical
Secretaries to ensure that service provision meets relevant quality
standards.
Be the departmental
super-user/system administrator for voice recognition and digital dictation
Take a lead in developing new
systems and processes to support on-going service delivery and the
maintenance of a high quality service for the patients of Leeds and beyond.
Person Specification
Qualifications
Essential
- GCSE Grade C or above , Audio typing/word processing skills (RSA III) or equivalent experience
Skills and Behaviours
Essential
- Team working, Customer care skills- verbal and oral to support dealing with patient queries, Ability to deal with patients/customers either face to face, or over the phone
- Tact and diplomacy in handling sensitive and confidential information, Ability to communicate sensitively with a wide range of people.
- Interpersonal and communication skills, organisational and time management skills.
Experience
Essential
- Experience in a healthcare environment in a PA or similar role e.g. as a Team Medical Secretary, Co-ordinating and managing a team workload.
- Supervisory skills to support and manage the workload of a small group of staff the post holder will be expected to acquire the relevant skills associated with this duty.
- An understanding of the principles of data quality, Using a variety of Microsoft office packages including word, excel and PowerPoint and e mail and use of trust based systems such as PAS
- Using different IT systems to make an assessment of where a patient is in their pathway and the resulting steps required to progress that patient through their journey
- Organising and administrating meetings, Prioritising and managing workload to meet deadlines, Knowledge and application of the Data Protection
Person Specification
Qualifications
Essential
- GCSE Grade C or above , Audio typing/word processing skills (RSA III) or equivalent experience
Skills and Behaviours
Essential
- Team working, Customer care skills- verbal and oral to support dealing with patient queries, Ability to deal with patients/customers either face to face, or over the phone
- Tact and diplomacy in handling sensitive and confidential information, Ability to communicate sensitively with a wide range of people.
- Interpersonal and communication skills, organisational and time management skills.
Experience
Essential
- Experience in a healthcare environment in a PA or similar role e.g. as a Team Medical Secretary, Co-ordinating and managing a team workload.
- Supervisory skills to support and manage the workload of a small group of staff the post holder will be expected to acquire the relevant skills associated with this duty.
- An understanding of the principles of data quality, Using a variety of Microsoft office packages including word, excel and PowerPoint and e mail and use of trust based systems such as PAS
- Using different IT systems to make an assessment of where a patient is in their pathway and the resulting steps required to progress that patient through their journey
- Organising and administrating meetings, Prioritising and managing workload to meet deadlines, Knowledge and application of the Data Protection
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.
