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Medical Secretary
The closing date is 01 June 2026
South West Yorkshire Partnership NHS Foundation Trust iscurrently recruiting for a Medical Secretary for Older Peoples Service at FollyHall Mills.
The applicant will be required to work as part of a verybusy secretarial team providing administrative and secretarial support to the medicsin the Older Peoples Service Team. Thisis a part time role (three days per week 9.00am 5.00pm Wednesday, Thursday,Friday).
Joining us as a Medical Secretarywithin the Older Peoples Service (OPS) Team means becoming part of a dynamic,compassionate, and forward-thinking service dedicated to making a realdifference in peoples lives. In this vital role, you will provide high-qualitysecretarial and administrative support to the medics, ensuring the smooth andefficient operation of the service. You will work alongside experiencedclinicians and passionate professionals, helping to deliver exceptional mentalhealth care to those who need it most.
All employees of the Trust are strongly encouraged tohave their up-to-date flu vaccination to protect staff and patients.
Main duties of the job
Key Responsibilities
Administrative Support: Provide comprehensive secretarial service including, audio typing, minute-taking,diary management, and handling correspondence.
Communication: Act as a first point of contact for internal and external enquiries,ensuring professional and sensitive communication with service users.
Appointment Coordination: Manage clinical diaries, book appointments, and coordinate meetings,ensuring timely and accurate scheduling.
Record Management: Maintain accurate and confidential records using electronic patientrecord systems (e.g., SystmOne,), ensuring compliance with data protection andinformation governance policies.
Team Collaboration: Work closely with multidisciplinary teams, contributing to asupportive and efficient working environment.
At the time of advertising, this roledoes not meet the minimum requirements (salary threshold or occupationalrequirements) set by UK Visas andImmigration to sponsor candidates to work in the UK. For this reason,unfortunately we are unable to sponsor anyone on a visa for this role at thismoment in time.
About us
Weare a specialist NHS Foundation Trust that provides community, mental healthand learning disability services for the people of Barnsley, Calderdale,Kirklees and Wakefield. We also provide low and medium secure services and arethe lead for the west Yorkshire secure provider collaborative.
Our mission isto help people reach their potential and live well in their communities, we do thisby providing high-quality care in the right place at the right time. We employstaff in both clinical and non-clinical services who work hard to make adifference to the lives of service users, families and carers.
We encourageand welcome applications from all protected characteristic groups, we valuediversity and want our workforce to be reflective of our communities.
Beinga foundation Trust means were accountable to ourmembers, who can have a say in how were run. Around 14,300 local people(including staff) are members of our Trust.
Joinus and you will be one of over 4,500 staff committed to supporting and improvingthe mental, physical and social needs of the thousands of people we meet andhelp each year.
Weare committedto safeguarding and promoting the welfare of children, young people andvulnerable adults and expects all colleagues and volunteers to share thiscommitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job responsibilities
JOB SUMMARY
Service user contact referred to in this Job description will only apply when working within a clinical area.
The post-holder will:
under the supervision/direction of the Line Manager/Admin Supervisor, seeking support as and when necessary, provide a comprehensive, confidential, Secretarial/administrative service to clinical/support services, in an efficient and confidential manner.
provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
may work within clinical environments where conflict resolution may be required.
act as principal point of contact for users of the service eg, individuals from within/outside the Trust, service users and members of the public etc.
work flexibly to meet the needs of the service.
develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.
work with sensitivity and have a good understanding of the service provision and issues experienced by its users.
prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Line Manager.
work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.
use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.
ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.
KEY RESULT AREAS:
1.1 Service provision:
To assist the department with office duties, for example:
* Word processing of correspondence /reports/ other documents accurately via copy or audio from medics, which will include tribunal reports, medical care plans
* To take and transcribe minutes
* Dealing with telephone calls/ messages
* Arrange/Re-arranging/Cancel clinical appointments
* Photocopying/ Filing/ Scanning
* Monitor and maintain department stationery supplies
* Reporting faults
* Arranging meetings, hospitality, venues, distributing agenda/notes
* Create and Maintain Spreadsheets
* Demonstrate duties to new starters
* Provide cover for other members of the team.
Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Line Manager/Admin Supervisor, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
Assist the Line Manager/Admin Supervisor as required.
Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services.
Assist in the promotion of an open, welcoming, person-centred culture for service users. Seek and support feedback from service users to aid service improvement as required.
Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) eg, letters, memos, reports, presentations etc, using competent copy, audio tapes, IT skills, accurate data inputting and use of Trust Intranet and Internet as required.
Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards.
Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to service user communication difficulties and psychological, social, physical and spiritual needs.
Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.
Contribute to the smooth running of administrative systems and meeting of all relevant deadlines.
Recognise and respond appropriately to any emergency situation. Contribute to the reduction of hazards in the environment, considering safety, security, theft or damage.
Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities.
Support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes.
Make use of opportunities for sharing good practice and learning.
For full job description, please see attached supporting documents.
We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.
Person Specification
Special Knowledge & Skills
* Good written communication skills, with the ability to deal with and prepare routine written correspondence.
* Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.In decision-making and prioritisation.
* Knowledge of Data Protection Act.
* Customer care skills.
* Good interpersonal skills.
* Resilience to pressure and exposure to emotional, distressing situations.
* Non-judgemental, empathetic manner.
* Able to use observation skills to identify potential risks and act appropriately.
* Demonstrates Trust Values.
* Able to fulfil the requirements of the Trusts value based induction.
* Knowledge of information governance.
Qualifications
* Must be appropriate to the role:
* NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
* Or, be able to demonstrate competency at level 3.
* Willingness to undertake further study/development.
Experience
* Copy /audio typing if applicable to role.
* Note/minute taking.
* In using email, maintaining and updating paper and electronic diaries, arranging meetings.
* In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook, PowerPoint etc.
* In working as an effective team member with minimum supervision.
* In working in a busy environment with competing demands.
* Understanding of the need to maintain strict confidentiality.
* In using a degree of initiative.
* In organising and prioritising own tasks in order to meet deadlines.
* In working in a caring environment.
* In dealing with the public.
* Of NHS software programme.
Training
* Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
* Must be willing/able to undergo job development and training and maintain skills.
Physical Attributes
* A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
* Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).
Personal Attributes
* Ability to be flexible to meet the demands of the post.
* Responsive attitude and approach.
* Dress appropriately for the environment.
* Ability to travel around the Trust as appropriate to role.
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.
Employer name
South West Yorkshire Partnership NHS Trust
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