Medical Secretary (XN03)

Leeds Teaching Hospitals

The closing date is 14 May 2025

Job summary

We are seeking an innovative, forward thinking, hard working individual who is able to use their own initiative, with excellent communication skills with an emphasis on providing an exceptional service to our patients.If these are the qualities you obtain and believe you can fulfil this secretarial role then this is the role for you! The Sleep Service is a Regional Specialist Centre and we are looking for a friendly, self-motivated and enthusiastic individual to provide comprehensive administration service and clerical support and be a part of our team at St James Hospital. You will be joining our supportive and positive team that combines administration staff, secretaries, doctors, physiologists, Specialist nurses & physiotherapists. At LTHT, we pride ourselves of having the goal to be the best place to work, so if this is a role you are interested in please apply to become the Medical Secretary in Respiratory Medicine. Training will be provided.

This is a part time post of 34.5 hours per week.

Expected Shortlisting Date

15/05/2025

Planned Interview Date

19/05/2025

Main duties of the job

The successful candidate will be able to provide a comprehensive secretarial service, audio typing and general administration duties, together with the use of the Patient Administration System. Other responsibilities include dealing with telephone enquiries from patients, patients relatives, medical staff and other healthcare professionals to support the delivery of treatment to patients that are both local and out of area referrals. Therefore having excellent interpersonal and communication skills with the use of working as part of a team and being able to use own initiative is the skills needed to be successful in this role. If these are skills and qualities you obtain, then we want you to join our team to delivering your best potential and therefore outstanding care for our patients.

About us

Come and join our team in Leeds and become part of The Leeds Way sharing our vision and values. Our Trust is recognised for our staff engagement, great care and rated GOOD by the Care Quality Commission.

Leeds Teaching Hospitals NHS Trust is one of the largest acute health providers in the UK and based in one of the fastest growing and vibrant cities in the north.

At Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive, caring teams who are champions of the Leeds Way values. Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

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.

Date posted

23 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

C9298-CRS-268

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

Principal duties and areas of responsibility

Clinical Correspondence & Support to Clinical Services

Typing/proof reading clinical correspondence relating to outpatient and inpatient 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 spreadsheets to monitor test results for patients.

Support administrative process as deemed appropriate by the Senior Medical Secretary and PSC.

To support the 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 (This would include but is not limited to: ensuring that follow-up and/or discharge appointments have been made for patients when required escalating to the Patient Services Co-ordinator where appointments have been booked outside the requested timescales).

Any other general administrative duties associated with the consultant/clinical team outpatient and inpatient workload.

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.

Maintain appropriate databases (both Trust and Departmental) to support with the delivery of the 18-week pathway or other waiting time standards as appropriate.

Assist in the coordination of test results, bringing these to the attention of the consultant and taking resulting action as required.

Maintaining an effective administration service

Together with colleagues to deputise for the Senior Medical Secretary in cases of absence to ensure Departmental standards are maintained

In conjunction with other Team Medical Secretaries and under the supervision of the Senior Medical Secretary to work collectively as a team proactively planning workloads to meet different deadlines and timescales.

Create and maintain appropriate record systems relating to clinical workload e.g. tests and results spreadsheets

Provide guidance to clerical support officers as necessary.

Ensure that health records are tracked on entering and leaving the Department and stored in an appropriate manner in line with Trust Policy and patient confidentiality.

Ensure that health records are maintained to a high standard at all times. All documentation and investigation results must be securely filed in the correct section in chronological order. Support Data Quality Indicators by ensuring that patient information is accurate and updated on relevant paper and computerised systems.

Access information systems to obtain clinical information as required by the medical teams including investigation results or other information e.g. from results server, PPM or WinDIP

Work as part of the team to ensure that all phone calls are answered within the department during core office hours.

Provide information to Senior Medical Secretary/PSC/Assistant PSC, as appropriate, relating to workload and work outstanding.

Provide cover for other team secretaries/clerical staff when on annual leave or sick leave.

Additional duties

Any other duties that from time to time may be deemed necessary by the Trust/Directorates that are commensurate to the role.