Job summary
Closing Date: 23.11.25
Shortlisting to take place in the week following closing date: commencing 24.11.25
Interview expected to take place in the week following shortlisting: commencing 01.12.25
An exciting opportunity has become available for a part time Senior Medical Secretary working with the Team Manager in supporting the Urology Secretarial & Administration teams.
The post holder will be responsible for the supervision and delivery of key performance indicators within the Surgery & Digestive diseases CSU as agreed with the Team Manager. In addition the post holder will play a key role in supporting the Team Manager.
The successful candidate must be self-motivated, pro-active, be able to work on their own initiative, have a good working knowledge of office procedures ensuring efficient and effective systems of work are carried out to provide excellent service for their patients and have excellent communication skills both written and verbal. Be able to showcase the ability to work alongside and with Consultant Medical staff, Directorate Managers and other clinical staff as appropriate.
The post holder will have experience of working with and knowledge of the Referral to Treatment Access Rules and rescheduling.
Experience of working in a busy and demanding office environment and working effectively as part of a team is essential.
Main duties of the job
The jobholder will be responsible for the provision of a comprehensive secretarial/ administrative service to a Medical Team within a Clinical Specialty.
The job holder will be responsible for provision of a wide range of secretarial and administrative duties related to patient pathway management, including processing of referrals, ensuring appropriate action is taken: audio transcription and word processing of clinical letters, reports and other correspondence as required by the Medical Team.
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.
The job holder will have extensive involvement with Clinicians and Service Managers across the Trust to ensure that patients are treated in accordance with the Trust's policy and procedures.
The jobholder will also be responsible for training and supervision of secretaries, trainees or temporary staff as appropriate.
The job holder will support the Team Manager in ensuring that all patient pathway management processes and co-ordination is managed in accordance with the Trust's Access Policy and other National/local targets ie Cancer
Manages own workload and prioritises, including acting independently within clearly defined occupational policies, ensuring absolute confidentiality at all times
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
Work effectively with the Waiting List Office management team, and external agencies including medical, nursing and other secretarial staff in facilitating patient pathways.
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.
Responsible for the training and direct line management of medical secretaries, trainees or temporary staff.
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.
Supporting the Medical Team in their wider role e.g. medical committees, research activities, preparing papers/presentations for publication/teaching purposes and reports for legal purposes.
Responsible for chasing all investigation/test results and bringing abnormal/urgent results to the attention of the Medical Team / individual Consultant, taking action as appropriate.
Responsible for rescheduling appointments, arranging follow up appointments and referrals and appropriate action being taken to ensure co-ordination and continuity of patient pathway.
Co-ordination of Consultant diaries ensuring any requests for leave are actioned in a timely manner, relevant departments are informed and clinical commitments altered accordingly ie. theatre/outpatient clinic scheduling.
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.
Job description
Job responsibilities
Work effectively with the Waiting List Office management team, and external agencies including medical, nursing and other secretarial staff in facilitating patient pathways.
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.
Responsible for the training and direct line management of medical secretaries, trainees or temporary staff.
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.
Supporting the Medical Team in their wider role e.g. medical committees, research activities, preparing papers/presentations for publication/teaching purposes and reports for legal purposes.
Responsible for chasing all investigation/test results and bringing abnormal/urgent results to the attention of the Medical Team / individual Consultant, taking action as appropriate.
Responsible for rescheduling appointments, arranging follow up appointments and referrals and appropriate action being taken to ensure co-ordination and continuity of patient pathway.
Co-ordination of Consultant diaries ensuring any requests for leave are actioned in a timely manner, relevant departments are informed and clinical commitments altered accordingly ie. theatre/outpatient clinic scheduling.
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.
Person Specification
Experience
Essential
- Previous Medical Secretarial Experience
- Experience in developing and implementing administrative systems, processes and procedures
- Line Management/supervisory experience including recruitment, appraisal, etc
Skills
Essential
- Literacy and Numeracy skills
- Excellent verbal and written communication skills
- Excellent people management skills
- Ability to achieve thoroughness and accuracy when accomplishing a task
Desirable
Knowledge
Essential
- Understanding of Information Governance and Confidentiality.
- Sound 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
Qualifications
Essential
- Educated to GCSE standard*
- Vocational qualification level 3 or equivalent
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
- Line Management/supervisory experience including recruitment, appraisal, etc
Skills
Essential
- Literacy and Numeracy skills
- Excellent verbal and written communication skills
- Excellent people management skills
- Ability to achieve thoroughness and accuracy when accomplishing a task
Desirable
Knowledge
Essential
- Understanding of Information Governance and Confidentiality.
- Sound 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
Qualifications
Essential
- Educated to GCSE standard*
- Vocational qualification level 3 or equivalent
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.
