Leeds Teaching Hospitals

Senior Medical Secretary (XN04)

The closing date is 21 August 2025

Job summary

We are delighted to announce a fantastic opportunity for a Band 4 Senior Medical Secretary to join our dynamic Endocrinology team. This role is perfect for an individual eager to broaden their experience and deepen their knowledge within a fast-paced, busy department.

The successful candidate will play a crucial role in ensuring the smooth and efficient running of the office, overseeing a well-established administrative team. Key responsibilities will include authorising annual leave, managing staff sickness and annual appraisals, coordinating the staff rota, and providing comprehensive secretarial support such as minuting meetings, typing, and handling various ad hoc tasks and assisting with the MDT services.

We are seeking a highly motivated, adaptable, and dedicated individual who thrives in a demanding and fast-moving environment.

This is a full-time position (37.5 hours per week), 08:00-16:00. Once fully trained, we offer the opportunity to work from home one day per week.

For more information, please contact Hafsa Asad, Patient Services Coordinator, at hafsa.asad@nhs.net.

Expected Shortlisting Date

20/08/2025

Planned Interview Date

27/08/2025

Main duties of the job

We are seeking a collaborative team player with a strong commitment to professionalism to join the Endocrinology administrative team. The successful candidate will take responsibility for the effective management of the admin team and ensure the smooth day-to-day running of the office.

Key duties will include authorising annual leave, managing staff sickness, overseeing annual appraisals, prioritising workloads, reviewing work practices, and managing the staff rota. The role also involves general secretarial tasks such as minuting meetings, typing, handling various ad hoc duties and assisting with the MDT services.

About us

The Endocrinology admin team comprises 4 medical secretaries, 2 clerk/typists, and 2 MDT administrators. This hardworking and knowledgeable team is not only highly skilled but also a friendly and enjoyable group to work with.

The Endocrinology department itself is a busy and dynamic environment, offering plenty of opportunities to expand your knowledge about the service and the Clinical Support Unit (CSU). Leeds Teaching Hospitals is a fantastic organisation to be part of, providing staff with a wealth of new and interesting professional development opportunities.

This role is based at St Jamess Hospital within a fast-paced but welcoming department. You will be expected to prioritise your workload effectively, juggle multiple tasks, and provide vital support to the admin team. The ability to work independently using your own initiative, as well as collaboratively within a team, is essential.

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

31 July 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-SIM-191

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

To provide a consistent and high-quality Personal Assistant (PA) service to a group of Clinicians and their teams while supervising the provision of a comprehensive medical secretarial service by a group of staff. The Senior Medical Secretary will have oversight of the referral to treatment time pathway for their consultants patients ensuring they are managed efficiently and effectively through their agreed clinical pathways and where it is not possible that the correct escalation procedures are followed.

Job description

Job responsibilities

Person Specification

Skills & behaviours

Essential

Team working
Customer care skills- verbal and oral to support dealaing with patient queries
Ability to deal with patients/customers either face to face, or over the phone
Tact and diplomacy in handling sensitive and confidential information
Ability to communicate sensitively with a wide range of people

Experience

Essential

Experience in a healthcare environment in a PA or similar role e.g. as a Team Medical Secretary,
Co-ordinating and managing a team workload
supervisory skills to support and manage the workload od a small group of staff the psot holder will be expected to acquire the relevant skills associsated with this duty.
An understanding of the principles of data quality
Using a variety of Microsoft office packages including word, excel and PowerPoint and e mail
Use of trust based systems such as PAS, Using different IT systems to make an assessment of where a patient is in their pathway and the resulting steps required to progress that patient through their
Organising and administrating meetings

Qualifications

Essential

GCSE Grade C or above , Audio typing/word processing skills (RSA III) or equivalent experience

Person Specification

Skills & behaviours

Essential

Team working
Customer care skills- verbal and oral to support dealaing with patient queries
Ability to deal with patients/customers either face to face, or over the phone
Tact and diplomacy in handling sensitive and confidential information
Ability to communicate sensitively with a wide range of people

Experience

Essential

Experience in a healthcare environment in a PA or similar role e.g. as a Team Medical Secretary,
Co-ordinating and managing a team workload
supervisory skills to support and manage the workload od a small group of staff the psot holder will be expected to acquire the relevant skills associsated with this duty.
An understanding of the principles of data quality
Using a variety of Microsoft office packages including word, excel and PowerPoint and e mail
Use of trust based systems such as PAS, Using different IT systems to make an assessment of where a patient is in their pathway and the resulting steps required to progress that patient through their
Organising and administrating meetings

Qualifications

Essential

GCSE Grade C or above , Audio typing/word processing skills (RSA III) or equivalent experience

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.

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)