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Medical Secretary (XN04)
| Posting date: | 13 May 2025 |
|---|---|
| Salary: | £26,530.00 to £29,114.00 per year |
| Additional salary information: | £26530.00 - £29114.00 a year |
| Hours: | Full time |
| Closing date: | 03 June 2025 |
| Location: | Leeds, LS14 6UH |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9298-WOM-165 |
Summary
JOB PURPOSE The post holder will provide a comprehensive medical secretarial service to the Consultant and the medical team. They will support and administer processes to sustain the Consultants practice through administrative protocols, processes, and procedures in line with service needs. They must be able to communicate sensitively and effectively with a wide range of people including patients, medical staff, and colleagues. The secretary may be required to cover for colleagues during absence and work flexible hours when necessary. JOB DIMENSIONS The post holder will be responsible for ensuring clinical correspondence and administrative tasks aligned to a consultants practice are maintained to ensure that internal and National standards/targets are met. The post holder will be required to deputise and assume supervisory responsibilities during periods of absence. To ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection, and confidentiality. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Knowledge Application of Trust policies, hospital practices and procedures associated with the role of the medical secretary which require specialist knowledge e.g Medical Terminology, Patient Pathway protocols. Appreciation of clinical/operational areas that the service area interacts with. Application of data protection and copyright laws and their affects on the service. Appreciation of the aims and application of standards of care e.g. Patient Charter. An understanding of the relationship and impact on the service of a range of IT applications e.g. PAS. Skills Appropriate typing/IT qualification or equivalent. An ability to accurately transcribe complicated/complex audio tapes, short hand notes and type complicated medical information while subject to frequent interruption. The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity involving colleagues, patients and their families. An ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems. Excellent organisational skills with the ability to work both independently and as part of a team, prioritise workload, work under pressure, multi-task and meet deadlines. Highly developed interpersonal skills with the ability to communicate clearly and effectively at all levels, i.e. patients, relatives, colleagues and health professionals, within the Trust and externally. Must be tactful and diplomatic. Experience Working in a customer focussed environment. Understanding and knowledge of office-based procedures/systems gained over a significant period. Interpretation and analysis of reports, databases, and spreadsheet information. Experience of using a variety of IT applications in a Windows base. Qualifications GCSE (or equivalent) English Language grade C or above. RSA Stage II typing/word processing or equivalent. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Work closely with the consultant and his/her team, clerical, secretarial and other Trust staff to ensure the delivery of a co-ordinated and consistent operational management service. Drafting standard clinical letters on behalf of the Consultant prior to checking and signing by the Consultant. Provide and receive routine information requiring tact/provision of sensitive information. Exchange information with patients and staff for appointments, admissions, and meetings verbally, in person and in written format. Filing correspondence and results of tests/investigations in a timely manner and liaising with the Consultant with reference to these results. Supporting the consultant in his/her wider role e.g. medical committees, research activities, producing publications, in role of Regional Adviser etc. Compiling and collating data from various sources, following up contributions to publications etc. including assembling information in an appropriate format for the Consultant. Creating and maintaining appropriate record systems. Using a range of IT skills to support the clinical work of the consultant e.g. development of databases and spreadsheets, inputting and reporting from these on a regular basis and preparation of power point presentations. Provide training and support to clerical or trainee staff and to new/temporary staff, checking their work and allocating work to ensure the most urgent work is given priority. Liaising with patients, general practitioners, and hospital staff. Respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and taking responsibility for any follow-up action. Handling the administrative process for the admission of patients and liaising with appropriate colleagues to achieve the smooth and timely admission of the patient. Give support to ensure effective running of all clinics by taking to and collecting from the clinical areas all information relevant to patients attending that clinic. Support administrative processes where clinics need re-scheduling. Work as part of the administration team and, when necessary, provide interdepartmental cover, where appropriate and in discussion with the line manager. Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS. Other duties as applicable: Maintain an accurate and up-to-date waiting list/patient target list (PTL) under the instruction of the consultant/s. Maintaining an efficient process for ensuring that all results are received, seen by a doctor, actioned and available in patients medical case notes when attending clinic. The post-holder may be expected to deputise in a supervisory capacity as and when required. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. COMMUNICATION & WORKING RELATIONSHIPS The post holder will be required to establish, maintain and respect working relationships and communication networks associated with the post. Communication will include those organisations, individuals, and institutions which the post holder comes into contact with. Typically, these will include internal networks associated with the specialty area as well as other external contacts as appropriate. The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times. SPECIAL WORKING CONDITIONS There may be a requirement to support the delivery of the service at other sites as necessary. This could be a regular feature of the post or only an occasional requirement. This will be confirmed following a discussion with their line manager. i) PHYSICAL EFFORT: Frequent requirement for sitting in a restricted position. Word process and input for a substantial proportion of working time. There may be a requirement to undertake some heavy lifting of paper reams. ii) MENTAL EFFORT: Prolonged periods of concentration, e.g. transcribing complex medical information, waiting list management etc, while subject to frequent interruption. iii) EMOTIONAL EFFORT: Yes, on a daily basis, depending on service area, when dealing with sensitive issues, e.g. bereavement, distressed/anxious patients and their families. iv) WORKING CONDITIONS: Requirement to use VDU continuously. Occasionally, the post holder may encounter aggressive behaviour of patients, clients etc as patients/families can be hostile and may occasionally become abusive or aggressive, usually on the telephone, occasionally face to face.