An exciting opportunity has arisen for an enthusiastic and well‑organised individual to join the Colorectal team. This is not a traditional secretarial role; it provides essential clinical Outpatient administration and high‑quality medical secretarial support.
Main duties of the job
As a Team Medical Secretary, you will balance traditional tasks such as audio typing and clinical correspondence with proactive clerical coordination. You will be the focal point for the service, managing patient pathways, validating waiting lists, and scheduling appointments to ensure our patients move smoothly through their 18‑week journey. You will also be the point of contact for patients via telephone. The core hours of this post are Monday‑Friday, 37.5 hours per week.
Responsibilities
* Balancing secretarial tasks (minute‑taking, audio‑typing, managing correspondence) with clerical duties (scheduling appointments and maintaining administrative flow).
* Acting as a professional point of contact for patients and clinical staff, resolving queries that go beyond simple message‑taking to ensure a seamless service.
* Actively supporting the patient pathway by ensuring new and follow‑up appointments are coordinated efficiently in line with National Waiting Time policies and the local Elective Access Policy.
* Taking a lead role in managing and validating waiting lists to ensure data accuracy and patient safety.
* Being the first point of contact for patients via telephone and actioning voicemails daily.
* Managing the outpatient shared email accounts.
* Validating patient records using patient tracking lists (PTL’s) and waiting lists.
* Liaising between multiple departments.
* Working as part of a team to ensure that all clinical correspondence is turned around in a timely manner so that patients can move through their pathway without delays.
Benefits
* You will join a large, friendly and supportive team.
* A full induction and training package will be tailored to your needs.
* We are committed to continuous professional development for all staff.
* Opportunities for flexible working.
* Access to staff support forums including BAME, LGBTQ+, disability networks, health and wellbeing groups, and more.
Qualifications
* Audio typing/Word Processing Skills RSA II or equivalent experience.
* GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2) in English and Maths.
Experience
* Secretarial experience.
* Proficiency with Microsoft Office packages including Word, Excel and PowerPoint.
* Ability to prioritise and manage workload to meet deadlines.
* Broad understanding of medical terminology and its use within clinical correspondence.
* Understanding of customer care principles.
* Knowledge and application of the Data Protection Act in relation to patient confidentiality.
* Experience using patient information systems such as PAS (essential) and PPM (desirable); ability to quickly develop system knowledge.
* Liaising with a variety of sources to provide information when required.
* Understanding of relevant Trust standards and NHS waiting time standards, e.g. 5‑day turnaround of clinical correspondence, 18‑week wait for patients.
* Dealing with internal and external enquiries originating from a variety of sources including staff in other Departments, patients and GP surgeries.
Sponsorship Eligibility
To comply with UK Government regulations on Skilled Worker sponsorship, Leeds Teaching Hospital NHS Trust is unable to provide sponsorship to applicants who do not meet the eligibility criteria or the salary threshold concessions set out under the Skilled Worker visa route. Please take this into consideration before submitting your application. Detailed guidance on these concessions, including who may qualify, can be found on our website.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.
For questions about this job, contact Courtney Collins, Assistant Patient Service Coordinator: Courtney.collins1@nhs.net or Saadiya Amreen, Assistant Patient Service Coordinator: saadiya.amreen@nhs.net.
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