Job summary
Closing Date: 28.07.25 (this may change dependent on response)
Shortlisting to take place after closing date: commencing W/c 28.07.25
Interview to take place on 11.08.25
An opportunity has arisen for a motivated and enthusiastic individual to join Women's Services in the role of a full time Band 4 Senior Medical Secretary within our Colposcopy department at Bradford Teaching Hospitals.
The post holder will be responsible for a range of duties related to patient pathway management, telephone queries, rescheduling, audio typing, opening/sorting post and other administrative tasks.
Candidates will have excellent communication, organisational and prioritisation skills, a flexible approach to their work and the ability to work effectively as part of a team. The post holder will need to work with minimal supervision and have the ability to meet deadlines. Applicants must provide evidence of previous medical secretarial experience. A knowledge of patient pathway management in accordance with the Trust's Access Policy and other National and Local targets such as 18 Week RTT and cancer is essential. As proof reading is an essential part of the role, applicants should also have a good command of English grammar.
Main duties of the job
The successful candidate will be a highly motivated and hard working person who can undertake this fast paced and demanding rolewith a specific focus on the Colposcopy Service.
The jobholder will work closely with the Failsafe Officer- Cervical Screening and Colposcopy to manage and support the team responsible for the secretarial and administrative service to a number of outpatient based clinics which are predominantly based on the Women's Health Unit.
The jobholder along with the Failsafe Officer- Cervical Screening and Colposcopy will be responsible for the tracking of results generated from specimens obtained from both inpatient and outpatient locations within the Women's Service.
The jobholder will support the Lead for Colposcopy and senior nursing staff in having oversight of the colposcopy rota and facilitate any clinic changes that may be required following escalation and discussion with the senior management team.
The jobholder will be responsible for provision of a wide range of secretarial and administrative duties related to patient pathway management.
Support and guide other medical secretaries in acting as the point of contact with responsibility for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Trust.
About us
Our People Charter outlines the behaviours we can expect from one another and what you can expect from Bradford Teaching Hospitals Foundation Trust:
- We value people
- We are one team
- We care
We're keen to meet people who share these values and are passionate about delivering the highest quality of care to our patients.
Job description
Job responsibilities
The jobholder will support the Team Manager in ensuring that all patient pathway management processes and co-ordination is managed in accordance with the Trusts Access Policy and other National/local targets i.e. Cancer.
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
- Responsible for the management of all patients within the Specialty in accordance with the Trusts Access Policy and other National/Local targets ie. Cancer, RTT, non-applicable.
- Provide information on a weekly basis to the Team Manager to support the Divisional and Trust- wide Performance/Access meetings.
- To effectively and efficiently administer and maintain accurate data within all relevant IT systems. The systems could include EPR and/or other local IT systems.
- Manage and prioritise own workload using own initiative and ensuring deadlines are met. Working to agreed national/local timescales e.g. waiting times, cancer etc.
- Co-ordinates a secretarial service which includes including filing, shorthand/audio typing, ad hoc correspondence use of e-mail, faxing, photocopying, dealing with mail and ordering stationery supplies.
- Support and guide the medical secretaries in acting as the point of contact with responsibility for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Trust.
- Point of contact for challenging/sensitive telephone enquiries from staff, patients, relatives, patients legal representatives, General Practitioners, Nursing staff, Consultants and external organisations and dealing with such enquiries in a constructive and sympathetic manner taking action as appropriate or referring to the appropriate person where necessary and re-routing these calls when required.
- Responsible for tracking and seeking all investigation/test results and bringing abnormal/urgent results to the attention of the Medical Team / individual Consultant, taking action as appropriate.
- Responsible for monitoring and tracking women through the pathway identifying and escalating where processes/ systems need changing to ensure quality and safety is maintained.
- Responsible for rescheduling appointments, arranging follow up appointments and referrals and appropriate action being taken to ensure co-ordination and continuity of patient pathway.
- Works in close liaison with other secretaries and the Medical Team within the Specialty to promote a team approach.
- Establish and maintain effective filing and other administrative systems.
- Participates in providing adequate cover as and when necessary in conjunction with other secretaries in the Team for sickness, training and annual leave.
- Co-ordinate and facilitate any requests for data entry/collection required at service level.
- Ensure case notes and other information is made available to support service delivery ie coding, medical reports.
- Contribute to service improvements in conjunction with Line Manager/Medical Team and implement standard operating procedures.
- Facilitate a culture of service innovation and change with the support and direction from the Team Manager.
- Such duties at a comparable level of responsibility associated with the work of the post and which may vary from time to time.
- Establish links with The Central Patient Booking Service.
Job description
Job responsibilities
The jobholder will support the Team Manager in ensuring that all patient pathway management processes and co-ordination is managed in accordance with the Trusts Access Policy and other National/local targets i.e. Cancer.
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
- Responsible for the management of all patients within the Specialty in accordance with the Trusts Access Policy and other National/Local targets ie. Cancer, RTT, non-applicable.
- Provide information on a weekly basis to the Team Manager to support the Divisional and Trust- wide Performance/Access meetings.
- To effectively and efficiently administer and maintain accurate data within all relevant IT systems. The systems could include EPR and/or other local IT systems.
- Manage and prioritise own workload using own initiative and ensuring deadlines are met. Working to agreed national/local timescales e.g. waiting times, cancer etc.
- Co-ordinates a secretarial service which includes including filing, shorthand/audio typing, ad hoc correspondence use of e-mail, faxing, photocopying, dealing with mail and ordering stationery supplies.
- Support and guide the medical secretaries in acting as the point of contact with responsibility for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Trust.
- Point of contact for challenging/sensitive telephone enquiries from staff, patients, relatives, patients legal representatives, General Practitioners, Nursing staff, Consultants and external organisations and dealing with such enquiries in a constructive and sympathetic manner taking action as appropriate or referring to the appropriate person where necessary and re-routing these calls when required.
- Responsible for tracking and seeking all investigation/test results and bringing abnormal/urgent results to the attention of the Medical Team / individual Consultant, taking action as appropriate.
- Responsible for monitoring and tracking women through the pathway identifying and escalating where processes/ systems need changing to ensure quality and safety is maintained.
- Responsible for rescheduling appointments, arranging follow up appointments and referrals and appropriate action being taken to ensure co-ordination and continuity of patient pathway.
- Works in close liaison with other secretaries and the Medical Team within the Specialty to promote a team approach.
- Establish and maintain effective filing and other administrative systems.
- Participates in providing adequate cover as and when necessary in conjunction with other secretaries in the Team for sickness, training and annual leave.
- Co-ordinate and facilitate any requests for data entry/collection required at service level.
- Ensure case notes and other information is made available to support service delivery ie coding, medical reports.
- Contribute to service improvements in conjunction with Line Manager/Medical Team and implement standard operating procedures.
- Facilitate a culture of service innovation and change with the support and direction from the Team Manager.
- Such duties at a comparable level of responsibility associated with the work of the post and which may vary from time to time.
- Establish links with The Central Patient Booking Service.
Person Specification
Experience
Essential
- Previous Medical Secretarial Experience
- Experience in developing and implementing administrative systems, processes and procedures
- Experience of dealing with people at all levels in a variety of situations, some of which could be sensitive, distressing or emotional
Skills
Essential
- Audio typing
- Literacy and Numeracy skills
- Excellent verbal and written communication skills
- Able to deal with sensitive/confidential issues on a daily basis
- Excellent people management skills
- Able to work as part of a multi-disciplinary team
- Ability to achieve thoroughness and accuracy when accomplishing a task
Knowledge
Essential
- Understanding of Information Governance and Confidentiality
- Excellent knowledge and understanding of Microsoft Office packages, including Excel and Power-point, internet, e-mail etc...
- Knowledge of Patient Administration System (or equivalent system)
- Knowledge of Medical Terminology
- Knowledge of National 18 week RTT guidance and patient pathway management, including Cancer pathways/targets
Qualifications
Essential
- Educated to GCSE standard*
- Vocational qualification level 3 or equivalent
- An appropriate speed and accuracy of typing is required for this role and this will be assessed at interview
Desirable
- Medical Secretary Diploma
- Advanced secretarial qualifications
Person Specification
Experience
Essential
- Previous Medical Secretarial Experience
- Experience in developing and implementing administrative systems, processes and procedures
- Experience of dealing with people at all levels in a variety of situations, some of which could be sensitive, distressing or emotional
Skills
Essential
- Audio typing
- Literacy and Numeracy skills
- Excellent verbal and written communication skills
- Able to deal with sensitive/confidential issues on a daily basis
- Excellent people management skills
- Able to work as part of a multi-disciplinary team
- Ability to achieve thoroughness and accuracy when accomplishing a task
Knowledge
Essential
- Understanding of Information Governance and Confidentiality
- Excellent knowledge and understanding of Microsoft Office packages, including Excel and Power-point, internet, e-mail etc...
- Knowledge of Patient Administration System (or equivalent system)
- Knowledge of Medical Terminology
- Knowledge of National 18 week RTT guidance and patient pathway management, including Cancer pathways/targets
Qualifications
Essential
- Educated to GCSE standard*
- Vocational qualification level 3 or equivalent
- An appropriate speed and accuracy of typing is required for this role and this will be assessed at interview
Desirable
- Medical Secretary Diploma
- Advanced secretarial qualifications
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.
