Medical Secretary (XN04)

Posting date:	13 January 2026
Salary:	£27,485.00 to £30,162.00 per year
Additional salary information:	£27485.00 - £30162.00 a year
Hours:	Full time
Closing date:	30 January 2026
Location:	Leeds, LS9 7TF
Company:	NHS Jobs
Job type:	Permanent
Job reference:	C9298-URG-0145

Summary

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Knowledge An ability to effectively implement, and reinforce where necessary, Trust and departmental policies, protocols and procedures. An ability to provide non-clinical advice and information to others, as required, eg colleagues, patients and their families. Appreciation of clinical/operational areas that the service area interacts with. Application of data protection and copyright laws and their affects on the service. Understand the aims and application of local and national 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 Excellent organisational skills with the ability to work both independently and as part of a team. Must have effective supervisory skills, be highly motivated and lead by example to motivate other team members. Prioritise own workload and that of the team, achieving required standards and deadlines. Able to train secretarial and administrative staff, including temporary staff, as required and to monitor progress on a continuing basis. Able to accurately transcribe complicated/complex and sensitive notes/tapes and type complicated information, eg letters, reports, patient notes, while frequently interrupted. Highly developed interpersonal skills with the ability to deal effectively with confidential, sensitive or contentious information eg with staff members, patients and health professionals, within the Trust and externally. An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems, escalating those outside of your remit. The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity, eg involving colleagues or patients and their families. To be adaptable and flexible. Must be tactful and diplomatic. Appropriate typing/IT qualification or equivalent. Experience Significant experience at supervisory/senior secretary/administrator level in a health care environment. An excellent knowledge of managerial procedures and protocols. A well developed understanding and knowledge of office based procedures/ systems gained over a significant period to enable implementation and appropriate training of the secretarial/clerical team. Interpretation and analysis of reports, databases and spreadsheet information. Well developed knowledge and experience of using a variety of IT applications in a Windows based environment. Working in a customer focussed environment. Qualifications GCSE (or equivalent) English Language grade C or above. RSA3 typing/word processing or equivalent. European Computer Driving Licence (ECDL). the following are core values which relate specifically to this post: Commitment to providing a high standard of efficient office practice ensuring a quality service is provided. Demonstrate a customer focused approach to role, responsibilities and duties. Professional and flexible approach and attitude to work and working practices. Maintain confidentiality. Commitment to personal development and development of others. Recognise the aims and intentions of the NHS initiatives and directives such as the Patients Charter and ensure that these are followed in working practice. Commitment to working as part of a multi-disciplinary team. Honesty, integrity and discretion. Non judgemental. 7. CORE BEHAVIOURS AND SKILLS Commitment to ensuring work is completed and targets met within the timescales dictated by the NHS and Trust protocols. Communicate sensitively, effectively and exercise judgment when dealing with others. Respect the privacy, dignity, religious and cultural beliefs of others. Effective supervisory/managerial skills. Able to analyse and resolve problems with staff. Implement new working practices/processes. Flexibility in work and workload and ability to prioritise. Ability to work effectively under pressure and achieve deadlines. Effective communication skills, verbal and written, at all levels. Ability to work within departmental, Trust and NHS processes and protocols. Seek to develop and improve services. Demonstrate a commitment to team working. Demonstrate integrity and respect confidentiality. 8. CORE KNOWLEDGE AND UNDERSTANDING An understanding of Trust and National standards/targets applicable to the service area. An excellent knowledge of a supervisory/senior secretary or administrative role. The post holder should be familiar with the Trusts recruitment processes, staff development and training, data protection and copyright laws. Clear knowledge/understanding of terminology applicable to the service area. An understanding and appreciation of complimentary service areas/functions. Well developed knowledge and experience of operating and utilising information systems, software applications and office equipment. Aware of the Data Protection Act and appropriate care of information Have achieved a good standard of general education with qualifications and experience pertinent to the role. 9. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Work closely with the Departmental team, clerical, secretarial and other Trust staff to ensure the delivery of a co-ordinated and consistent operational management service. Support the work of the wider team by involvement in the establishment, review and monitoring of practice and office systems. Respond to written and telephone enquiries and personal callers in a polite and helpful manner, prioritising messages and taking responsibility for any follow-up actions. Be responsible for implementing and reviewing policies and procedures in the department. Assist in the recruitment of permanent members of staff including short listing, interview and pre-employment checks. Assist in the recruitment of temporary staff. Carry out induction and mentoring for new and temporary staff as required. Training of all permanent and temporary secretarial and administrative staff, in general office practices and procedures, checking their work and allocating work to ensure the most urgent work is given priority. Monitor annual leave and flexible working hours records, reconciling leave booked with leave taken and resolving any anomalies. Monitor and record sick leave, completing employees statement of sickness and carrying out return to work interviews where appropriate. Produce and maintain monthly attendance records electronically for the salaries and wages department. Be responsible for holding departmental staff meetings including team briefing. Be responsible for office reorganisation when necessary. Carry out annual risk assessment of offices and work stations and monitor on a continual basis. The Trust requires that all members of staff are appraised and have a Personal Development Plan review on a yearly basis and the post holder will be responsible for the appraisals and PDPs for the allocated team members. Monitor and ensure fire lecture attendance. As the authorised signatory, be responsible for stock control, stock and non-stock ordering and ensure that arrangements are made for all faulty equipment to be repaired in a timely manner. As the authorised signatory be responsible for the departmental Trust fund, e.g. receiving and depositing donations, applying to Charitable Funding for release of monies. Correlate, prepare and present departmental statistics on a regular and ad hoc basis. Draft standard letters on behalf of the Department for appropriate checking and signing. Receive sensitive and complex reports/documents for transcribing. Receive, find and file correspondence/reports, which may include X Rays, test/investigation results, in a timely manner, escalating the issue or liaising with senior colleagues as appropriate. Compile and collate data from various sources, including assembling information as required. Develop databases and spreadsheets, inputting and reporting from these on a regular and ad hoc basis. This may include preparation of PowerPoint presentations. Health and Safety/Risk Management All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust policies, including health and safety policies, in particular by following agreed safe working procedures, and reporting incidents using the trust incident reporting system. Infection Control The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment. Equality and Diversity The post holder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc. Patient and Public Involvement The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback.