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 a minimum of 2 years to progress from band 3
to 4).
The post-holder will be required to provide a comprehensive secretarial service relating to NHS work for a clinical team in the department in accordance with Trust policies and procedures.
The Senior/Medical Secretary provides a link between the trust, the patient and their GP for patients/carers and other health care professionals. They will provide a comprehensive, efficient and responsive administration service to the medical and nursing staff and their teams.
This post requires a self-motivated and professional individual with the confidence and ability to work on their own initiative or as part of a team within standard operating procedures.
Main duties of the job
Receiving, recording, sorting and distributing any form of communication and take appropriate action.
Receive and make telephone calls following through all enquiries in a friendly and professional manner.
Acting as a point of contact.
Dealing professionally with sensitive and challenging communication.
Assist with booking, arranging and administering appointments.
Assist with clinic cancellation requests, validating against speciality rotas, notify patients when required.
Management of medical records.
Support the management of timely investigative reports/results.
Administration in relation to theatre and waiting lists as required by service.
Production/proof reading of clinical documentation.
Interrogate case notes to identify relevant information and to ensure accuracy of correspondence.
Communicate complex and sensitive information.
Data collection, update, management and maintenance of databases.
Where applicable, administer, coordinate and organise diaries and arrange meetings.
To attend meetings and appropriate Committees to provide secretarial support.
General administrative and clerical procedures.
Compliance with General Data Protection Regulations and patient confidentiality.
Undertake any other relevant administrative tasks that may be required.
Utilise bespoke systems to determine outcomes/next steps.
Prioritise and ensure investigations are acted upon appropriately and timely.
Undertake routine or ad hoc data review.
Keep appropriate statistical records/information.
About us
We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.
We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.
If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.
Application guidance: We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.
Job description
Job responsibilities
Please see both job descriptions attached
The post holder will work using standard Operating Procedures,
understanding what results are to be achieved, 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 KPIs.
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.
Receive and make telephone calls to/from
patients, relatives, GPs, wards and other NHS and non-NHS
professionals/agencies, follow 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
patients 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), e.g. Clinical Tutor, Child Protection, etc.
Word processing utilising Microsoft
Office communication pertinent to the service.
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.
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.
The
post holder will be required to demonstrate own activities and provide support
to new or less experienced colleagues.
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 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.
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.
The
post holder may be requested to comment on any policy or procedural change.
Engage
in discussion in relation to service development.
Engage
and support quality improvement initiatives across your immediate team and
within your service
Postholder 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.
Once
recruited, the post holder will be supported to gain experience over a minimum
period of 24 months whilst at the same time completing the Medical Secretary
Developmental Framework. The post holder will have the opportunity, no earlier
than 24 months, to apply for a final review /certification, for consideration
of their ability to transfer to the next pay band and Senior Medical Secretary
job role. Upon satisfactory review / certification, the post holder will
progress onto the AFC Pay Band 4 pay scale, Senior Medical Secretary job
description / person specification.
Job description
Job responsibilities
Please see both job descriptions attached
The post holder will work using standard Operating Procedures,
understanding what results are to be achieved, 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 KPIs.
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.
Receive and make telephone calls to/from
patients, relatives, GPs, wards and other NHS and non-NHS
professionals/agencies, follow 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
patients 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), e.g. Clinical Tutor, Child Protection, etc.
Word processing utilising Microsoft
Office communication pertinent to the service.
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.
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.
The
post holder will be required to demonstrate own activities and provide support
to new or less experienced colleagues.
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 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.
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.
The
post holder may be requested to comment on any policy or procedural change.
Engage
in discussion in relation to service development.
Engage
and support quality improvement initiatives across your immediate team and
within your service
Postholder 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.
Once
recruited, the post holder will be supported to gain experience over a minimum
period of 24 months whilst at the same time completing the Medical Secretary
Developmental Framework. The post holder will have the opportunity, no earlier
than 24 months, to apply for a final review /certification, for consideration
of their ability to transfer to the next pay band and Senior Medical Secretary
job role. Upon satisfactory review / certification, the post holder will
progress onto the AFC Pay Band 4 pay scale, Senior Medical Secretary job
description / person specification.
Person Specification
Qualifications
Essential
- Medical Secretary Diploma or appropriate Level 3 qualification in Business Administration or equivalent level of demonstrable experience
- GCSE in Maths and English or Functional Skills (level 2) or equivalent level of demonstrable experience
Desirable
- Audio-typing qualification/experience
- Customer Care qualification level 2
Experience
Essential
- Secretarial and administrative experience
- Experience of working with filing systems
- Working with computer software programmes such as Microsoft Office, e-mail and internet
- Experience of scheduling/co-ordination activities and/or resources
Desirable
- Medical secretarial experience
- Previous NHS administrative role
- Experience of working with patients requiring health care
- Experience with NHS/healthcare software systems
- Experience of working with confidential material
- Medical Terminology
Knowledge & Awareness
Essential
- Awareness of General Data Protection Regulations and patient confidentiality
- Awareness of own limitations.
Desirable
- Working knowledge of the functionality of Patient Administration Systems
- Understanding of a range of work procedures associated with outpatient clinic arrangements, secretarial office procedures and case note procedures
Skills & Abilities
Essential
- Effective communication and interpersonal skills
- Effective planning, prioritisation and organisational skills
- Ability to deal with conflict
- Ability to engage and motivate others
- High standard of accuracy
- Flexibility and able to adapt to change
- Able to work as part of a team
- Strong analytical skills
- Ability to establish and maintain effective working relationships
- Advanced Keyboard Skills
Person Specification
Qualifications
Essential
- Medical Secretary Diploma or appropriate Level 3 qualification in Business Administration or equivalent level of demonstrable experience
- GCSE in Maths and English or Functional Skills (level 2) or equivalent level of demonstrable experience
Desirable
- Audio-typing qualification/experience
- Customer Care qualification level 2
Experience
Essential
- Secretarial and administrative experience
- Experience of working with filing systems
- Working with computer software programmes such as Microsoft Office, e-mail and internet
- Experience of scheduling/co-ordination activities and/or resources
Desirable
- Medical secretarial experience
- Previous NHS administrative role
- Experience of working with patients requiring health care
- Experience with NHS/healthcare software systems
- Experience of working with confidential material
- Medical Terminology
Knowledge & Awareness
Essential
- Awareness of General Data Protection Regulations and patient confidentiality
- Awareness of own limitations.
Desirable
- Working knowledge of the functionality of Patient Administration Systems
- Understanding of a range of work procedures associated with outpatient clinic arrangements, secretarial office procedures and case note procedures
Skills & Abilities
Essential
- Effective communication and interpersonal skills
- Effective planning, prioritisation and organisational skills
- Ability to deal with conflict
- Ability to engage and motivate others
- High standard of accuracy
- Flexibility and able to adapt to change
- Able to work as part of a team
- Strong analytical skills
- Ability to establish and maintain effective working relationships
- Advanced Keyboard Skills
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
