We are delighted to announce a fantastic opportunity for a Band 4 Senior Medical Secretary to join our dynamic Endocrinology team. This role is perfect for an individual eager to broaden their experience and deepen their knowledge within a fast-paced, busy department.
The successful candidate will play a crucial role in ensuring the smooth and efficient running of the office, overseeing a well-established administrative team. Key responsibilities will include authorising annual leave, managing staff sickness and annual appraisals, coordinating the staff rota, and providing comprehensive secretarial support such as minuting meetings, typing, and handling various ad hoc tasks and assisting with the MDT services.
We are seeking a highly motivated, adaptable, and dedicated individual who thrives in a demanding and fast-moving environment.
This is a full-time position (37.5 hours per week), 08:00-16:00. Once fully trained, we offer the opportunity to work from home one day per week.
For more information, please contact Hafsa Asad, Patient Services Coordinator, at hafsa.asad@nhs.net.
Main duties of the job
We are seeking a collaborative team player with a strong commitment to professionalism to join the Endocrinology administrative team. The successful candidate will take responsibility for the effective management of the admin team and ensure the smooth day-to-day running of the office.
Key duties will include authorising annual leave, managing staff sickness, overseeing annual appraisals, prioritising workloads, reviewing work practices, and managing the staff rota. The role also involves general secretarial tasks such as minuting meetings, typing, handling various ad hoc duties, and assisting with the MDT services.
About us
The Endocrinology admin team comprises 4 medical secretaries, 2 clerk/typists, and 2 MDT administrators. This hardworking and knowledgeable team is not only highly skilled but also a friendly and enjoyable group to work with.
The Endocrinology department itself is a busy and dynamic environment, offering plenty of opportunities to expand your knowledge about the service and the Clinical Support Unit (CSU). Leeds Teaching Hospitals is a fantastic organization to be part of, providing staff with a wealth of new and interesting professional development opportunities.
This role is based at St James's Hospital within a fast-paced but welcoming department. You will be expected to prioritise your workload effectively, juggle multiple tasks, and provide vital support to the admin team. The ability to work independently using your own initiative, as well as collaboratively within a team, is essential.
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 responsibilities
To provide a consistent and high-quality Personal Assistant (PA) service to a group of clinicians and their teams while supervising the provision of a comprehensive medical secretarial service by a group of staff. The Senior Medical Secretary will have oversight of the referral to treatment time pathway for their consultants' patients, ensuring they are managed efficiently and effectively through their agreed clinical pathways and where it is not possible, that the correct escalation procedures are followed.
The post-holder will:
* Provide a wide-ranging PA service to a group of clinicians (the number of which will be determined by departmental requirements and the job plan commitments of the clinical team concerned).
* Manage the flow of patients for the group of consultants, ensuring tests and/or appointments are booked within the necessary timescales, escalating potential delays to the PSC/Business Manager to ensure prompt action is taken to support strategic capacity/demand planning for the organisation.
* At the request of the PSC and where relevant, undertake investigations for informal PALS complaints.
* Coordinate and transcribe/process responses to formal patient complaints together with the clinician, ensuring that investigation outcomes are generated within the timeframe agreed with the patient.
* Coordinate and supervise the day-to-day activities and workload of a small team of medical secretaries (and work closely with relevant PSC/Assistant PSCs as appropriate) and any supporting clerical staff.
* Support the Team Medical Secretaries to ensure that service provision meets relevant quality standards.
* Be the departmental super-user/system administrator for voice recognition and digital dictation.
* Take a lead in developing new systems and processes to support ongoing service delivery and the maintenance of a high-quality service for the patients of Leeds and beyond.
Person Specification
Qualifications
* GCSE Grade C or above, Audio typing/word processing skills (RSA III) or equivalent experience
Skills and Behaviours
* Team working, customer care skills—verbal and oral to support dealing with patient queries, ability to deal with patients/customers face to face or over the phone
* Tact and diplomacy in handling sensitive and confidential information, ability to communicate sensitively with a wide range of people
* Interpersonal and communication skills, organisational and time management skills
Experience
* Experience in a healthcare environment in a PA or similar role, e.g., as a Team Medical Secretary, coordinating and managing a team workload
* Supervisory skills to support and manage the workload of a small group of staff; the post-holder will be expected to acquire the relevant skills associated with this duty
* An understanding of data quality principles, proficiency in Microsoft Office packages (Word, Excel, PowerPoint), email, and trust-based systems such as PAS
* Experience using different IT systems to assess patient pathways and the steps required to progress patients through their journey
* Organising and administrating meetings, prioritising and managing workload to meet deadlines, knowledge and application of Data Protection principles
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and a Disclosure check will be required to check for any previous criminal convictions.
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