Job summary
Expected Shortlisting
Date
19/05/2025
Planned Interview
Date
27/05/2025
Band
4 Obstetrics Medical Secretary
Substantive
Role 37.5 hours
We
are seeking to recruit a reliable and self-motivated individual to join the
secretarial team in Womens Services, to be based at cross city at St Jamess
University Hospital and Leeds General Infirmary.
The
successful candidate will be able to work well in an environment which has an
emotional nature of work, being sensitive to colleagues, patients and their
families. Working individually and as part of a team, this role requires an
ability to help problem solve and work to deadlines, as well as cover duties
such as typing and making appointments.
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 Kyla Wardman, Patient Services
Coordinator, michaela.wardman@nhs.net.
Main duties of the job
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.
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
.
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
DETAILS
Job Title: Medical Secretary - Consultant
Reports to: Patient Service Co-ordinator
Accountable to: Service Manager
Band: 4
Unit/Department: Obstetrics
CSU Directorate: Womens CSU
Location SJUH / LGI
AfC Job No: 6
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.
Please
see document attached for full job description and personal specification.
Job description
Job responsibilities
JOB
DETAILS
Job Title: Medical Secretary - Consultant
Reports to: Patient Service Co-ordinator
Accountable to: Service Manager
Band: 4
Unit/Department: Obstetrics
CSU Directorate: Womens CSU
Location SJUH / LGI
AfC Job No: 6
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.
Please
see document attached for full job description and personal specification.
Person Specification
Experience
Essential
- 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 Microsoft office packages including word, excel and PowerPoint and e mail
- Diary management
- Organising and administrating meetings
- Prioritising and managing workload to meet deadlines
- Understanding of patient/customer focus.
- Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information.
- Managing multiple and complex diary schedules to provide a service that meets demand
- Organising and administrating meetings including the ability to take minutes
Desirable
- Working in a customer focussed environment.
- Patient Centre/PAS National Access Targets NHS/Trust protocols/policies and procedures
- Direct contact with patients either face to face or by telephone
- Previous healthcare experience
- Using other Trust based information systems such as PPM for a variety of purposes e.g. reporting or patient pathway management
- Using Trust based information systems such as PAS/ PPM
Additional Requirements
Essential
- Organisational and time management skills
- Interpersonal and communication skills
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary) in compliance with Trust Policy
Skills & behaviours
Essential
- A willingness to undergo training and learn new skills
- Professional attitude to work
- Caring and understanding
- Common sense and initiative
- Integrity
- 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 & health professionals, within the Trust and externally
- Team working
- Customer care skills - verbal and oral to support dealing with patient queries
- Ability to deal with patients/customers either face to face, or over the phone in an appropriate and supportive manner
Skills & Behaviours
Essential
- Customer focussed/customer service skills
- Ability to adapt to change of circumstances
Qualifications
Essential
- GCSE (or equivalent) English Language grade C or above
- Proficient audio/copy typist
- Qualified to RSAII typing/word processing or Equivalent
Desirable
- Shorthand
- Medical terminology
- European Computer Driving License (ECDL)
Person Specification
Experience
Essential
- 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 Microsoft office packages including word, excel and PowerPoint and e mail
- Diary management
- Organising and administrating meetings
- Prioritising and managing workload to meet deadlines
- Understanding of patient/customer focus.
- Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information.
- Managing multiple and complex diary schedules to provide a service that meets demand
- Organising and administrating meetings including the ability to take minutes
Desirable
- Working in a customer focussed environment.
- Patient Centre/PAS National Access Targets NHS/Trust protocols/policies and procedures
- Direct contact with patients either face to face or by telephone
- Previous healthcare experience
- Using other Trust based information systems such as PPM for a variety of purposes e.g. reporting or patient pathway management
- Using Trust based information systems such as PAS/ PPM
Additional Requirements
Essential
- Organisational and time management skills
- Interpersonal and communication skills
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary) in compliance with Trust Policy
Skills & behaviours
Essential
- A willingness to undergo training and learn new skills
- Professional attitude to work
- Caring and understanding
- Common sense and initiative
- Integrity
- 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 & health professionals, within the Trust and externally
- Team working
- Customer care skills - verbal and oral to support dealing with patient queries
- Ability to deal with patients/customers either face to face, or over the phone in an appropriate and supportive manner
Skills & Behaviours
Essential
- Customer focussed/customer service skills
- Ability to adapt to change of circumstances
Qualifications
Essential
- GCSE (or equivalent) English Language grade C or above
- Proficient audio/copy typist
- Qualified to RSAII typing/word processing or Equivalent
Desirable
- Shorthand
- Medical terminology
- European Computer Driving License (ECDL)
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.
