Job summary
Are you a highly motivated and enthusiastic individual with recent administrative or secretarial experience? Do you want to make a meaningful difference supporting medical professionals and contributing to children's health and well-being? If so, we'd love to hear from you!
We are seeking a dedicated Relief/Assistant Medical Secretary to join our friendly and inclusive Paediatric Secretarial Team at York Hospital. In this role, you will provide vital administrative support to medical secretaries and their consultant teams, ensuring smooth and efficient operations.
Your responsibilities will include:
Acting as the Designated Doctor Admin for Children's Safeguarding
Coordinating Educational Health Care Plans (EHCPs) across North Yorkshire and the City of York Council
Supporting the paediatric secretarial team with day-to-day tasks and workflow management
About You:
Recent experience in an administrative or secretarial role
Strong organisational skills with attention to detail
Excellent communication and interpersonal skills
Ability to work collaboratively within a supportive team environment
A proactive, flexible approach and a positive attitude
Why Join Us?We are a welcoming, friendly, and supportive team that values inclusion and a strong work ethic. You will be part of a dedicated group committed to delivering excellent service to our patients and consultants.
Main duties of the job
As a Relief / Assistant Medical Secretary, you will play a key role in supporting the Paediatric Secretarial Team by managing a variety of administrative and secretarial tasks. Your day-to-day responsibilities will include:
- Typing clinical and administrative letters with accuracy and efficiency
- Answering telephone enquiries professionally from patients, consultants, and GPs
- Handling general administrative duties to support the smooth running of the office
- Covering for Medical Secretaries during periods of absence, ensuring continuity of service
- Communicating regularly and effectively with Paediatric Consultants and other clinical staff
- Coordinating with both clinical and non-clinical teams, always maintaining a patient-centred approach
Skills and Qualities We Are Looking For:
- Excellent administration and secretarial skills, with proven audio-typing ability
- Good understanding of customer relations to handle queries sensitively and effectively
- Ability to work well under pressure, prioritising competing demands in a busy office environment
- Strong time management skills with the ability to work independently and unsupervised
- Accurate and efficient typing speed, with knowledge of medical terminology seen as a strong advantage
- Previous or current NHS experience is desirable but not essential
- A friendly, professional attitude and the ability to work collaboratively within a team
Working hours are Monday - Friday 08:00-15:30
About us
To find out more about what it is like to work for our Trust please visit the following link:
https://yorkhospitals.pagetiger.com/hdjgxd
Our benefits
We offer a range of benefits to support our staff including:
- Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants
- 27 days holiday rising to 33 days (depending on NHS Trust service)
- A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager.
- A variety of different types of paid and unpaid leave covering emergency and planned leave
- Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme
- NHS Car Lease scheme and Cycle to Work scheme
- An extensive range of learning and development opportunities
- Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers
For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.
Job description
Job responsibilities
Please seek approval from your line manager if you are applying for the role as a secondment.
A full description of the role is available in the attachment: job description.
Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.
Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net.
As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
Armed Forces Friendly Employer
We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.
Job description
Job responsibilities
Please seek approval from your line manager if you are applying for the role as a secondment.
A full description of the role is available in the attachment: job description.
Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.
Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net.
As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
Armed Forces Friendly Employer
We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.
Person Specification
Education, Qualifications and Training
Essential
- oGCSE English Language, Grade C or above (or equivalent)
- oWord processing skills - OCR II (or equivalent experience)
- oTyping skills OCR II (or equivalent experience)
Desirable
- oECDL
- oQualification or appropriate training in Customer Service
Experience and Knowledge Required
Essential
- oKnowledge of office applications and procedures
- oMinimum 6 months secretarial/administrative experience
- oExperience of working in a customer focused environment
- oExperience of using a variety of IT applications, including Microsoft Office
Desirable
- oKnowledge of medical terminology
- oNHS Experience
Skills and Attributes
Essential
- oProficient audio typist with the ability to accurately transcribe complex audio tapes and type complicated medical information whilst subject to frequent interruption
- oEffective communication skills, verbal and written
- oAbility to cope with distressing and emotional situations with patients, relatives and staff
- oHigh level of interpersonal skills, including sensitivity, diplomacy and empathy andexcellent organisational skills
- oAbility to be flexible and to adapt to new demands whiles being a great team player
Desirable
- oAbility to exercise judgement and resolve problems
Aptitude and Personal Qualities
Essential
- oAble to work under pressure to strict deadlines and requirements
- oAbility to learn additional skills and to provide cross cover for all areas of Department
- oAble to show flexibility and adaptation to service requirements
Person Specification
Education, Qualifications and Training
Essential
- oGCSE English Language, Grade C or above (or equivalent)
- oWord processing skills - OCR II (or equivalent experience)
- oTyping skills OCR II (or equivalent experience)
Desirable
- oECDL
- oQualification or appropriate training in Customer Service
Experience and Knowledge Required
Essential
- oKnowledge of office applications and procedures
- oMinimum 6 months secretarial/administrative experience
- oExperience of working in a customer focused environment
- oExperience of using a variety of IT applications, including Microsoft Office
Desirable
- oKnowledge of medical terminology
- oNHS Experience
Skills and Attributes
Essential
- oProficient audio typist with the ability to accurately transcribe complex audio tapes and type complicated medical information whilst subject to frequent interruption
- oEffective communication skills, verbal and written
- oAbility to cope with distressing and emotional situations with patients, relatives and staff
- oHigh level of interpersonal skills, including sensitivity, diplomacy and empathy andexcellent organisational skills
- oAbility to be flexible and to adapt to new demands whiles being a great team player
Desirable
- oAbility to exercise judgement and resolve problems
Aptitude and Personal Qualities
Essential
- oAble to work under pressure to strict deadlines and requirements
- oAbility to learn additional skills and to provide cross cover for all areas of Department
- oAble to show flexibility and adaptation to service requirements
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.
