The Mid Yorkshire Teaching NHS Trust

Medical Secretary/Senior Medical Secretary

The closing date is 22 May 2025

Job summary

Post holders will be appointed at band 3 or band 4 depending upon previous experience as laid out in the Trust's development framework for medical secretaries. The framework provides a clear progression to allow post holders to progress from band 3 to band 4 within the post subject to formal evaluation in role (this would take 2 years to progress from band 3 to 4) We are looking for an experienced secretary to join the secretarial and administration team in Community Paediatrics. The post offers excellent opportunities for an enthusiastic and conscientious person to provide a comprehensive medical secretarial service to consultants and junior medical staff in an efficient and timely manner, assisting in the organisation of their workload and contributing to the overall success of the organisation.

Main duties of the job

Please refer to attached full job description and person specification. You will have previous medical secretarial and administrative experience, preferably in a health care setting. It is essential that you have strong IT skills, a good level of general education, an extensive knowledge of Office and Outlook (including Word, Excel, PowerPoint, email and internet) along with advanced typing/word processing qualifications/skills. You will have excellent communication, interpersonal and organisational skills. It's important that you are flexible, able to act on your own initiative and work both independently and as part of a team. You must be able to work under pressure to tight deadlines and prioritise workloads as well as being positive and enthusiastic.

About us

We are an acute trust caring for over one million people in Wakefield and Kirklees. Our 10,000 staff members work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). Committed to continuous improvement, we prioritise our people and values so we can deliver excellent patient experience. Our team is friendly, passionate and always seeking better ways to work through research and innovation. We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces for honest conversations and to share ideas, thoughts and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. As a member of the team, you will have access to the NHS pension plan, a generous holiday allowance, employee health and wellbeing services and extensive benefits and support. These include onsite nurseries, childcare vouchers, car lease and home electronics schemes, working carers support, carer-friendly policies, and more. If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.

Date posted

09 May 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£24,071 to £29,114 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

000318

Job locations

Pinderfields Hospital

Wakefield

West Yorkshire

WF1 4DG

Job description

Job responsibilities

Contact information

About the role

The post holder will work on their own initiative and make decisions based on experience and knowledge of own area, referring to their line manager as appropriate.

The role requires the individual to work as part of a multi-disciplinary team, to provide high quality individualised care to patients to achieve agreed KPI’s.

The post holder will be predominantly office based and undertake the following activities:

Receiving, recording, sorting and distributing any form of communication and take appropriate action including escalation where appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints.

Receive and make telephone calls to/from patients, relatives, GPs, wards and other NHS and non-NHS professionals/agencies, following through all enquiries in a friendly and professional manner.

Acting as a point of contact for patients, carers, relatives and other members of the multidisciplinary team.

Dealing professionally with sensitive and challenging communication.

Assist with booking, arranging and administering appointments and clinics as required by the service, e.g. urgent and routine referrals, elective admissions, and help to manage diagnostic lists.

Assist with clinic cancellation requests, validating against speciality rotas, notify patients when required

Management of medical records including tracking, tracing, filing and retrieving in line with Trust Policy.

Support the management of timely investigative reports/results and escalate to the relevant clinical team.

Participate in clinic reconciliation appropriate to the service.

Administration in relation to theatre and waiting lists as required by service.

Production/proof reading of clinical documentation (such as clinic letters) of a sensitive and confidential nature ensuring copy letters to other health care professionals / services are sent.

Interrogate case notes to identify relevant information and to ensure accuracy of correspondence.

Communicate complex and sensitive information to GPs and / or other health care professionals, in relation to patient’s conditions and prognosis.

Data collection, update, management and maintenance of databases relevant to service.

Where applicable, Administer, coordinate and organise diaries and arrange meetings / events, resolving conflicting appointments and schedules.

Collate documents and other preparatory items required for meetings pertinent to the service.

To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. This could include support to Consultants in their special interests role(s), eg Clinical Tutor, Child Protection, etc.

General administrative and clerical procedures including receiving and sending e-mails, filing, photocopying, scanning of documents as required.

Compliance with General Data Protection Regulations and patient confidentiality supporting processes for clinical governance and information governance.

Undertake any other relevant administrative tasks that may be required for the effective running of the service.

Utilise bespoke systems to determine outcomes/next steps and provide updates for service files and documenting appropriately e.g. via admin events

Prioritise and ensure clinical/non-clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs

Undertake routine or ad hoc data review as directed.

Preparation of documentation for MDT as required.

Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.

The post holder will manage their workload effectively, applying prioritisation and time management skills, ensuring information is timely, accurate and complete and relevant for the purpose for which it is provided. The post holder will have an appropriate manager available for guidance.

The post will be a professional role model, have no direct reports but will work collaboratively to meet service demand. The post holder will provide support and training to less experienced staff. They will be required to demonstrate own activities, processes, and champion the Trust values.

The post holder will be proactive with respect to personal and professional development and become fully conversant with new developments affecting the role

It is a requirement of the Trust that no secretarial support for private practice will be undertaken within contracted hours for the Trust.

Provides and receives complex information to/from patients, occasionally of a sensitive nature in relation to appointments, correspondence and associated trust processes, policies and procedures.

Will use their experience and knowledge base, to resolve problems for patients, carers and staff in relation to appointments and diary commitments, analysing associated information to signpost, advise or decide on the best course of action

They must also be flexible both in availability and being able to offer appropriate cover for colleagues when they are absent from work due to annual leave or sickness etc.

In some circumstances, there may be a temporary requirement to provide appropriate secretarial and administrative support to other services.

Support the implementation of policies for own work area and proposes changes.

Engage in discussion in relation to service development.

To ensure standardisation and consistency across services.

Champion and lead quality improvement initiatives across your immediate team and within your service

Post holder will ensure the appropriate use of trust resources escalating as appropriate

The post holder will learn and develop existing skills appropriate to maintain standards and quality of care and ensure compliance with mandatory training and other role specific training.