Job summary
Expected Shortlisting
Date:
07/04/2025
Planned Interview
Date:
17/04/2025
An
exciting opportunity has arisen for a full time Band 4 Senior Medical
Secretary in the Non-Surgical Oncology department. We are seeking a highly
motivated and organised individual to join our team 37.5 hours per week.
Based
at St Jamess Hospital in Bexley Wing, this is a key role in providing
support to our clinical and secretarial team, contributing to the smooth and
efficient running of the department.
Interview
date will be 17th April.
Main duties of the job
Good
interpersonal and communication skills are essential, as is familiarity of
Microsoft Office. You must be able to adapt and prioritise your workload and
can take their own initiative. The post holder should possess excellent
organisational skills and be used to working in a busy environment.
Key
responsibilities are:
Provide comprehensive secretarial
support to clinical teams inclusive of diary management, minute taking, rota
co-ordination and clinic allocation.
Ensure deadlines are met in a
timely manner.
Manage correspondence, including
typing letters, scanning of reports, and other documents.
Handle incoming calls, e-mails,
queries from families and healthcare professionals.
Co-ordinate with departments to
facilitate patient care and streamline administrative tasks.
Maintain patient confidentiality
and follow all NHS protocols regarding patient information.
Supporting the Consultant Audit
Lead in organising, preparing and co-ordinating audit meetings.
Working closely with the Patient
Service Co-ordinator to co-ordination and organise daily typing workload for
the secretarial team, ensuring Trust KPIs are met.
About us
Leeds
Cancer Centre is one of the most prestigious Oncology departments in the UK,
providing an ideal infrastructure for high quality multidisciplinary cancer
services, ensuring the best outcomes for the population of West Yorkshire and
the Yorkshire Cancer Network.
Our
values have been developed by our staff and set out what we see as important
to how we work. Our values are patient-centred, collaborative, fair,
accountable, and empowered in which all actions and endeavours are
underpinned by.
Non-Surgical
Oncology (Medical and Clinical Oncology, Lymphoedema and Specialist
Palliative Care) makes up part of the Oncology CSU, other departments include
Surgical Oncology, Medical Physics, Haematology and Radiotherapy.
In
Non-Surgical Oncology, we have a good induction pack and offer with
on-the-job training in a supportive environment. We are based at St James
hospital in the Bexley Wing level 4 if you wish to have a look around or ask
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
JOB
PURPOSE/SUMMARY
To
provide a consistent and high-quality Secretarial service to a group of
Clinicians and their teams. The Senior Medical Secretary will arrange and
minute key meetings in the department as well as providing support to the
Patient services Coordinator, ensuring KPIs for typing is adhered to and the
coordination of the wider secretarial team, collating annual leave,
undertaking return to works and ensuring cover within the team.
4. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
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).
Coordinate and supervise the
day-to-day activities and workload of a team of medical secretaries (and work
closely with relevant PSC/Assistant PSCs as appropriate).
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.
Senior
Medical Secretary role
In managing diaries for the
clinical team, the post holder will be expected to co-ordinate the
cancellation or alternative provision of outpatient activity ensuring the
communication meets Trust targets where appropriate and escalating to the
PSC/Business Manager in cases where the cancellation of clinical activity may
prevent national targets from being met.
Supervise a small team of medical
secretaries, and related clerical support staff, including the allocation of
work and the organisation of daily departmental cover.
Managing and prioritising
departmental workload on a day-to-day basis.
On a regular basis to review
relevant waiting time reports (e.g.18-week reports) for the Consultants
responsible for ensuring in all cases that the next steps for the patient are
identified and booked. Where this is not possible to liaise with the Business
Manager/PSC for appropriate action to be undertaken.
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 liaising with the relevant MDT teams about
fast-track patients and escalating clinically urgent patients to the relevant
staff groups for action where required).
Ensuring all phone calls are
answered within the department during core office hours.
Opening and dealing with
departmental post and allocating resulting work to appropriate staff.
Monitoring turnaround times for
clinical correspondence and taking corrective action as required, in
conjunction with the assistant PSC/PSC, in order to meet 5-day turnaround
standard.
Participate in yearly appraisals
for the team medical secretaries together with the PSC/Business Manager to
support on-going staff development
Providing PSC/Business Manager and
Consultant staff with relevant information relating to administrative
service.
Take minutes at secretarial staff
meetings and attending other administrative meetings as required.
Undertake duties required as the
administrator and super user for the digital dictation/voice recognition
system including identifying new workflows, updating workflows as required,
and providing general advice on the system to team secretaries.
Responsible for ensuring office
equipment is in working order and office supplies are maintained and
replenished.
PA/Administrative
Support (non-clinical) to Consultant/Clinical Team
Provide a comprehensive PA service
to the Lead Clinician and other medical colleagues.
Taking phone calls and covering
departmental phones when required.
Deal directly with patient
enquiries on behalf of consultant/clinical team.
Co-ordination of annual leave for
consultants, liaising with the Business Manager for approval and then
completing the necessary documentation to organise the cancellation of
outpatient activity as required.
Administration duties to support
departmental clinical audit and clinical governance where required, such as
the collation of information for reports.
Diary management for consultant
staff including organising meetings, preparing meeting paperwork and taking
minutes as required.
Organising travel arrangements for
consultant staff.
Other general administrative duties
that may be required to fulfil the role.
Job description
Job responsibilities
JOB
PURPOSE/SUMMARY
To
provide a consistent and high-quality Secretarial service to a group of
Clinicians and their teams. The Senior Medical Secretary will arrange and
minute key meetings in the department as well as providing support to the
Patient services Coordinator, ensuring KPIs for typing is adhered to and the
coordination of the wider secretarial team, collating annual leave,
undertaking return to works and ensuring cover within the team.
4. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
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).
Coordinate and supervise the
day-to-day activities and workload of a team of medical secretaries (and work
closely with relevant PSC/Assistant PSCs as appropriate).
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.
Senior
Medical Secretary role
In managing diaries for the
clinical team, the post holder will be expected to co-ordinate the
cancellation or alternative provision of outpatient activity ensuring the
communication meets Trust targets where appropriate and escalating to the
PSC/Business Manager in cases where the cancellation of clinical activity may
prevent national targets from being met.
Supervise a small team of medical
secretaries, and related clerical support staff, including the allocation of
work and the organisation of daily departmental cover.
Managing and prioritising
departmental workload on a day-to-day basis.
On a regular basis to review
relevant waiting time reports (e.g.18-week reports) for the Consultants
responsible for ensuring in all cases that the next steps for the patient are
identified and booked. Where this is not possible to liaise with the Business
Manager/PSC for appropriate action to be undertaken.
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 liaising with the relevant MDT teams about
fast-track patients and escalating clinically urgent patients to the relevant
staff groups for action where required).
Ensuring all phone calls are
answered within the department during core office hours.
Opening and dealing with
departmental post and allocating resulting work to appropriate staff.
Monitoring turnaround times for
clinical correspondence and taking corrective action as required, in
conjunction with the assistant PSC/PSC, in order to meet 5-day turnaround
standard.
Participate in yearly appraisals
for the team medical secretaries together with the PSC/Business Manager to
support on-going staff development
Providing PSC/Business Manager and
Consultant staff with relevant information relating to administrative
service.
Take minutes at secretarial staff
meetings and attending other administrative meetings as required.
Undertake duties required as the
administrator and super user for the digital dictation/voice recognition
system including identifying new workflows, updating workflows as required,
and providing general advice on the system to team secretaries.
Responsible for ensuring office
equipment is in working order and office supplies are maintained and
replenished.
PA/Administrative
Support (non-clinical) to Consultant/Clinical Team
Provide a comprehensive PA service
to the Lead Clinician and other medical colleagues.
Taking phone calls and covering
departmental phones when required.
Deal directly with patient
enquiries on behalf of consultant/clinical team.
Co-ordination of annual leave for
consultants, liaising with the Business Manager for approval and then
completing the necessary documentation to organise the cancellation of
outpatient activity as required.
Administration duties to support
departmental clinical audit and clinical governance where required, such as
the collation of information for reports.
Diary management for consultant
staff including organising meetings, preparing meeting paperwork and taking
minutes as required.
Organising travel arrangements for
consultant staff.
Other general administrative duties
that may be required to fulfil the role.
Person Specification
118879193
Essential
Desirable
118879196
Essential
Desirable
118879199
Essential
Desirable
118879202
Essential
Desirable
Person Specification
118879193
Essential
Desirable
118879196
Essential
Desirable
118879199
Essential
Desirable
118879202
Essential
Desirable
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.
