Medical Secretary (XN04)
Job Description
Job summary
Expected Shortlisting Date:
07/04/2025
Planned Interview Date:
17/04/2025
An exciting opportunity has arisen for a full time Band 4 Senior Medical Secretary in the Non-Surgical Oncology department. We are seeking a highly motivated and organised individual to join our team 37.5 hours per week.
Based at St Jamess Hospital in Bexley Wing, this is a key role in providing support to our clinical and secretarial team, contributing to the smooth and efficient running of the department.
Interview date will be 17th April.
Main duties of the job
Good interpersonal and communication skills are essential, as is familiarity of Microsoft Office. You must be able to adapt and prioritise your workload and can take their own initiative. The post holder should possess excellent organisational skills and be used to working in a busy environment.
Key responsibilities are:
Provide comprehensive secretarial support to clinical teams inclusive of diary management, minute taking, rota co-ordination and clinic allocation.
Ensure deadlines are met in a timely manner.
Manage correspondence, including typing letters, scanning of reports, and other documents.
Handle incoming calls, e-mails, queries from families and healthcare professionals.
Co-ordinate with departments to facilitate patient care and streamline administrative tasks.
Maintain patient confidentiality and follow all NHS protocols regarding patient information.
Supporting the Consultant Audit Lead in organising, preparing and co-ordinating audit meetings.
Working closely with the Patient Service Co-ordinator to co-ordination and organise daily typing workload for the secretarial team, ensuring Trust KPIs are met.
About us
Leeds Cancer Centre is one of the most prestigious Oncology departments in the UK, providing an ideal infrastructure for high quality multidisciplinary cancer services, ensuring the best outcomes for the population of West Yorkshire and the Yorkshire Cancer Network.
Our values have been developed by our staff and set out what we see as important to how we work. Our values are patient-centred, collaborative, fair, accountable, and empowered in which all actions and endeavours are underpinned by.
Non-Surgical Oncology (Medical and Clinical Oncology, Lymphoedema and Specialist Palliative Care) makes up part of the Oncology CSU, other departments include Surgical Oncology, Medical Physics, Haematology and Radiotherapy.
In Non-Surgical Oncology, we have a good induction pack and offer with on-the-job training in a supportive environment. We are based at St James hospital in the Bexley Wing level 4 if you wish to have a look around or ask
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
JOB PURPOSE/SUMMARY
To provide a consistent and high-quality Secretarial service to a group of Clinicians and their teams. The Senior Medical Secretary will arrange and minute key meetings in the department as well as providing support to the Patient services Coordinator, ensuring KPIs for typing is adhered to and the coordination of the wider secretarial team, collating annual leave, undertaking return to works and ensuring cover within the team.
4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY
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).
Coordinate and supervise the day-to-day activities and workload of a team of medical secretaries (and work closely with relevant PSC/Assistant PSCs as appropriate).
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 on-going service delivery and the maintenance of a high-quality service for the patients of Leeds and beyond.
Senior Medical Secretary role
In managing diaries for the clinical team, the post holder will be expected to co-ordinate the cancellation or alternative provision of outpatient activity ensuring the communication meets Trust targets where appropriate and escalating to the PSC/Business Manager in cases where the cancellation of clinical activity may prevent national targets from being met.
Supervise a small team of medical secretaries, and related clerical support staff, including the allocation of work and the organisation of daily departmental cover.
Managing and prioritising departmental workload on a day-to-day basis.
On a regular basis to review relevant waiting time reports (e.g.18-week reports) for the Consultants responsible for ensuring in all cases that the next steps for the patient are identified and booked. Where this is not possible to liaise with the Business Manager/PSC for appropriate action to be undertaken.
To support the clinical teams in the delivery of excellent patient care by actively working with colleagues and other Departments to ensure that all patients registered within the service are proactively supported through their patient journey (This would include but is not limited to liaising with the relevant MDT teams about fast-track patients and escalating clinically urgent patients to the relevant staff groups for action where required).
Ensuring all phone calls are answered within the department during core office hours.
Opening and dealing with departmental post and allocating resulting work to appropriate staff.
Monitoring turnaround times for clinical correspondence and taking corrective action as required, in conjunction with the assistant PSC/PSC, in order to meet 5-day turnaround standard.
Participate in yearly appraisals for the team medical secretaries together with the PSC/Business Manager to support on-going staff development
Providing PSC/Business Manager and Consultant staff with relevant information relating to administrative service.
Take minutes at secretarial staff meetings and attending other administrative meetings as required.
Undertake duties required as the administrator and super user for the digital dictation/voice recognition system including identifying new workflows, updating workflows as required, and providing general advice on the system to team secretaries.
Responsible for ensuring office equipment is in working order and office supplies are maintained and replenished.
PA/Administrative Support (non-clinical) to Consultant/Clinical Team
Provide a comprehensive PA service to the Lead Clinician and other medical colleagues.
Taking phone calls and covering departmental phones when required.
Deal directly with patient enquiries on behalf of consultant/clinical team.
Co-ordination of annual leave for consultants, liaising with the Business Manager for approval and then completing the necessary documentation to organise the cancellation of outpatient activity as required.
Administration duties to support departmental clinical audit and clinical governance where required, such as the collation of information for reports.
Diary management for consultant staff including organising meetings, preparing meeting paperwork and taking minutes as required.
Organising travel arrangements for consultant staff.
Other general administrative duties that may be required to fulfil the role.
Person Specification
Skills & behaviours
Essential
- Team working
- Ability to deal with patients/customers either face to face, or over the phone in an appropriate and supportive manner
- Tact and diplomacy in handling sensitive and confidential information
- Ability to communicate sensitively with a wide range of people including patients, using tact and diplomacy
Experience
Essential
- Experience in a healthcare environment in a PA or similar role e.g. as a Team Medical Secretary
- Co-ordinating and managing a team workload; delegating and prioritising tasks as required to allow for the delivery of a high-quality service for patients while at times adhering to tight deadlines.
- Supervisory skills to support and manage the workload of a small group of staff.
- An understanding of the principles of data quality to ensure that work generated within the Department is of a high standard, accurate and timely.
- Using a variety of Microsoft office packages ...
