Team Medical Secretary (XN03)
Job Description
Job summary
Planned Interview Date:
08/04/2025
An exciting and rewarding opportunity has arisen to join the Haematology Department, within the Oncology CSU. We are looking for a driven, focused and highly motivated individual to join our team in the role of Medical Secretary. The position is 37.5 hours over 5 days flexibility with in the core hours between 8.00am until 5.30pm. The successful candidate will play a pivotal role as a Medical Secretary for the Thrombosis, VTE and Haemophilia teams and be the backbone of patient care, ensuring timely clinical correspondence, managing workloads efficiently, and supporting a seamless patient journey. Your dedication will contribute to exceeding national standards, improving patient experiences, and upholding our values of being patient-centred, collaborative, fair, accountable, and empowered. Embrace a diverse and inclusive culture, working collaboratively to create a positive impact. As a vital member of our Haematology, Haemophilia, Thrombosis and VTE team, you'll be responsible for typing and proof reading clinical correspondence, using IT skills to support consultants, and actively participating in administrative processes. Your dedication will ensure that patients smoothly progress through their pathways by coordinating follow-up appointments and addressing inquiries. Embrace a proactive approach in collaborating with colleagues and other departments to deliver excellent patient care.
Main duties of the job
This pivotal role involves serving as a crucial link between clinical teams and patients in Leeds, ensuring the seamless flow of medical correspondence and administrative processes. As a medical secretary, you'll be responsible for audio typing/typing and proofreading clinical documents, minute taking, utilising diverse IT skills to support consultants, and managing workloads in alignment with departmental requirements. Your role extends beyond paperwork, as you actively contribute to improving patient experiences by facilitating the movement of patients through their 18-week pathway or other national waiting time standards. Handling patient inquiries and phone calls, you'll play a key role in maintaining effective communication channels between medical teams, patients and external stakeholders.
In addition to clinical correspondence, the position involves maintaining an efficient administration service. You'll collaborate with fellow Team Medical Secretaries to proactively plan workloads, create and manage record systems, and provide guidance. Ensuring the confidentiality and accuracy of health records is paramount, and you'll be responsible for tracking and storing records appropriately. This role also includes accessing information systems, covering for colleagues during absences, and undertaking any other duties deemed necessary by the Trust or Directorates.
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 and ensuring the best outcomes for the catchment population of West Yorkshire and the Yorkshire Cancer Network.
Our values are part of what make us different from other trusts. They have been developed by our staff and set out what we see as important to how we work. Our five values are: Patient-centred, Collaborative, Fair, Accountable and Empowered. All actions and endeavours are underpinned by these values.
The Oncology CSU includes: Medical and Clinical Oncology, Specialist Palliative Medicine, Haematology, as well as Breast and Endocrine Surgery, Thoracic Surgery and Gynaecology Oncology. We are based within the Bexley Wing at St. Jamess Hospital.
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
To provide a comprehensive and high quality medical secretarial service to support clinical teams (Consultants, their medical teams e.g. junior medical staff or specialist nursing staff as appropriate) in delivering high quality care to the patients of Leeds and beyond. This role will additionally make a key contribution in improving the patient experience by supporting Directorate teams with the movement of patients through their 18-week pathway or other national waiting time standards as appropriate.
. Job Dimensions
The post-holder will:
Work as part of a team to ensure that all clinical correspondence is turned around in a timely manner to allow patients to move through their pathway without any delays
Work with Consultants and their medical teams.
Manage their workload in line with departmental requirements or as identified by the Senior Medical Secretary.
Deal with patient enquiries.
Play a key role in ensuring that patients move systematically through their pathways by ensuring that the next steps are in the pipeline.
. Knowledge, Skills and Experience Required
Qualifications
Audio typing/Word Processing Skills (RSA II) or equivalent experience (essential)
GCSE Grade C or above English and Maths (or equivalent e.g. AMSPAR Level 2 qualification) (essential)
ECDL (desirable)
Experience
Using a variety of Microsoft office packages including word, excel and PowerPoint (essential)
Using patient information systems such as PAS (essential) and PPM (desirable) or the ability to quickly develop this knowledge in a short time frame. In some specific cases additional system knowledge would be considered desirable e.g. using Mosaic within the Oncology & Physics teams.
Prioritising and managing workload to meet deadlines (essential)
Dealing with internal and external enquiries originating from a variety of sources including but not limited to: staff in other Departments, patients, staff in GP surgeries (desirable)
Secretarial experience (essential)
Previous secretarial experience in a healthcare setting (desirable)
Skills & Knowledge
The candidate must demonstrate excellence and ability within the following areas:
Interpersonal and communication skills (essential)
Organisational skills and time management (essential)
Understanding of customer care principles (essential)
A broad understanding of medical terminology and its use within clinical correspondence (essential)
Ability to work as part of a team (essential)
Ability to communicate sensitively with a wide range of people including patients, using tact and diplomacy (essential)
Ability to deal with sensitive and often emotive information (essential)
Ability to deal with enquiries in an appropriate and supportive manner (essential)
Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information (essential).
A good understanding of relevant Trust standards and National Waiting Time Standards e.g. 5-day turnaround of clinical correspondence, 18 week wait for patients (desirable). Training will be offered as part of the role to ensure appointed candidates meet this requirement during the course of their employment.
. THE LEEDS WAY VALUES
Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All our actions and endeavours will be guided and evaluated through these values.
7. West Yorkshire Association of Acute Trusts (WYAAT)
Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.
By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.
WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition.
8. Core Values & Behaviours ...
