Leeds Teaching Hospitals

Medical Secretary (XN04)

This job is now closed

Job summary

Medical Secretary Band 4 Gynaecology

Fixed term until July 2024 24 hours

We are seeking to recruit a reliable and self-motivated individual to join the secretarial team in Womens Services, to be based at St Jamess University Hospital.

Duties include maintaining accurate and up to date waiting lists, helping to ensure that patients are seen in a timely manner, enacting the Trust Elective Care Access policy, and typing complicated medical correspondence.

Applicants should have excellent communication skills, the ability to understand and use IT systems, e.g. Microsoft Excel, and the ability to organise and prioritise multiple tasks.

For further information please contact Charlotte Waite or Shabela Mukhtar on 0113 2064059.

Main duties of the job

JOB PURPOSE

The post holder will provide a comprehensive medical secretarial service to the Consultant and the medical team. They will support and administer processes to sustain the Consultants practice through administrative protocols, processes and procedures in line with service needs. They must be able to communicate sensitively and effectively with a wide range of people including patients, medical staff and colleagues. The secretary may be required to cover for colleagues during absence and work flexible hours when necessary.

JOB DIMENSIONS

The post holder will be responsible for ensuring clinical correspondence and administrative tasks aligned to a Consultants practice are maintained to ensure that internal and National standards/targets are met. The post holder may be required to deputise and assume supervisory responsibilities during periods of absence. To ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality.

About us

You will be part of a team of nearly 80 administrative staff, supporting our clinical teams to care for over 27,000 women each year. That makes us the biggest (and we think the best!) single provider of obstetrics, gynaecology and fertility services in the country. Our staff are there every step of the way for the women of Leeds and across the region. The gynaecology service is predominantly based at St James University Hospital (Chancellor Wing) and includes general, urogynaecological, recurrent miscarriage, endometrial ablation, fertility control, complex contraception, menopause (based at a nearby GP practice), perineal and ambulatory gynaecology clinics such as hysteroscopy (including outpatient resection), vulval and colposcopy. Gynaecology theatres and the gynaecology acute treatment unit which includes an ultrasound scan service and outpatient acute gynaecological procedures, are also located here.

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

22 December 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Fixed term

Duration

12 months

Working pattern

Part-time

Reference number

C9298-WOM-089B

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

Knowledge

- Application of Trust policies, hospital practices and procedures associated with the role of the medical secretary which require specialist knowledge e.g Medical Terminology, Patient Pathway protocols.

- Appreciation of clinical/operational areas that the service area interacts with.

- Application of data protection and copyright laws and their affects on the service.

- Appreciation of the aims and application of standards of care e.g. Patient Charter.

- An understanding of the relationship and impact on the service of a range of IT applications e.g. PAS.

Skills

- Appropriate typing/IT qualification or equivalent.

- An ability to accurately transcribe complicated/complex audio tapes, short hand notes and type complicated medical information while subject to frequent interruption.

- The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity involving colleagues, patients and their families.

- An ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems.

- Excellent organisational skills with the ability to work both independently and as part of a team, prioritise workload, work under pressure, multi-task and meet deadlines.

- Highly developed interpersonal skills with the ability to communicate clearly and effectively at all levels, i.e. patients, relatives, colleagues and health professionals, within the Trust and externally.

- Must be tactful and diplomatic.

Experience

- Working in a customer focussed environment.

- Understanding and knowledge of office based procedures/systems gained over a significant period.

- Interpretation and analysis of reports, databases and spreadsheet information.

- Experience of using a variety of IT applications in a Windows based

Qualifications

- GCSE (or equivalent) English Language grade C or above.

- RSA Stage II typing/word processing or equivalent.

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

- Work closely with the consultant and his team, clerical, secretarial and other Trust staff to ensure the delivery of a co-ordinated and consistent operational management service.

- Drafting standard clinical letters on behalf of the Consultant prior to checking and signing by the Consultant.

- Provide and receive routine information requiring tact/provision of sensitive information.

- Exchange information with patients and staff for appointments, admissions and meetings verbally, in person and in written format.

- Filing correspondence and results of tests/investigations in a timely manner and liaising with the Consultant with reference to these results.

- Supporting the consultant in his/her wider role eg medical committees, research activities, producing publications, in role of Regional Adviser etc.

- Compiling and collating data from various sources, following up contributions to publications etc. including assembling information in an appropriate format for the Consultant.

- Creating and maintaining appropriate record systems.

- Using a range of IT skills to support the clinical work of the consultant eg development of databases and spreadsheets, inputting and reporting from these on a regular basis and preparation of power point presentations.

- Provide training and support to clerical or trainee staff and to new/temporary staff, checking their work and allocating work to ensure the most urgent work is given priority.

- Liaising with patients, general practitioners and hospital staff.

- Respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and taking responsibility for any follow-up action.

- Handling the administrative process for the admission of patients and liasing with appropriate colleagues to achieve the smooth and timely admission of the patient.

- Give support to ensure effective running of all clinics by taking to and collecting from the clinical areas all information relevant to patients attending that clinic.

- Support administrative processes where clinics need re-scheduling.

- Work as part of the administration team and, when necessary, provide interdepartmental cover, where appropriate and in discussion with the line manager.

- Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS.

Other duties as applicable:

- Maintain an accurate and up-to-date waiting list/patient target list (PTL) under the instruction of the consultant/s.

- Maintaining an efficient process for ensuring that all results are received, seen by a doctor, actioned and available in patients medical case notes when attending clinic.

- The post-holder may be expected to deputise in a supervisory capacity as and when required.

Please review job description document for full details of the role.