Contact information
Shayfa Ishtiaq - Medical Secretary Team Leader
shayfa.ishtiaq1@nhs.net or via phone 01924 542210
About the role
This role is temporary Maternity Leave cover for 6 months. Pay will depend on experience in line with Mid Yorkshire Medical Secretary Career Pathway. If successful candidate has 2 years of previous Medical Secretary experience, they may be eligible for the Senior Medical Secretary Position and if so, would be appointed at Band 4.
The post-holder will be required to provide a comprehensive higher level 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.
The post holder will have an understanding of the service requirements, and an appreciation of the concerns and queries of patients and carers.
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
The role involves working within standard operating procedures as part of a multidisciplinary team to deliver high-quality, patient-focused administrative support and meet service KPIs.
Key duties include:
* Acting as a central point of contact for patients, carers, and healthcare professionals, handling calls, enquiries, and sensitive communications professionally.
* Managing appointments, clinics, referrals, cancellations, waiting lists, and theatre schedules.
* Handling medical records in line with policy and supporting timely management of test results and reports.
* Producing and proofreading confidential clinical documentation and ensuring accurate communication with relevant professionals.
* Maintaining databases, collecting data, supporting audits, and preparing documentation for meetings and MDTs.
* Providing general administrative support such as email management, filing, scanning, minute-taking, and diary coordination.
* Ensuring compliance with data protection, confidentiality, and governance standards.
Additional expectations:
* Prioritising workload effectively, maintaining accuracy and timeliness.
* Supporting colleagues, covering absences, and assisting other services if required.
* Participating in service development, quality improvement, and policy feedback.
* Engaging in ongoing professional development and mandatory training.
The role includes a structured development pathway, with the opportunity to progress to a Senior Medical Secretary (Band 4) after a minimum of 24 months, subject to successful review.
Essential person specification requirements
Qualifications:
* Level 3 qualification (or equivalent experience) in Business Administration/Medical Secretarial work.
* GCSEs (or equivalent) in Maths and English.
Experience:
* 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.
Knowledge & Awareness:
* Awareness of General Data Protection Regulations and patient confidentiality.
* Awareness of own limitations.
Skills & Abilities:
* 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.
Personal Attributes:
* Confident.
* Calm under pressure.
* Flexible approach to working arrangements.
* Strong attention to detail and accuracy.
* Self motivated.
* Professional appearance.
Our benefits
* Access to the NHS pension plan
* Generous holiday allowance of 27 days plus bank holidays, increasing with 5 and 10 years of service
* Exceptional employee health and wellbeing services
* Extensive benefits and support, including:
* Onsite nurseries and childcare salary sacrifice scheme
* Home electronics scheme
* Cycle to work scheme - subject to eligibility criteria
* Car lease salary sacrifice scheme - subject to eligibility criteria
* Working carers support and advice, carers network and carers passport
* Flexible working options and family and carer-friendly policies
* Established staff networks, including LGBTQ+ and Race Equality
* Career progression, training and support
Skilled worker sponsorship
You can find out more about skilled worker and health and care visas on our careers site.
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