Job summary The Speciality and Integrated Medicine CSU are seeking to recruit a full time (37.5 hours) permanent, highly motivated and enthusiastic person. The successful candidate will work alongside the clinical team within a supportive and encouraging environment as part of the Endocrinology Team. This post will be to provide a high standard of secretarial duties to our patients, working closely within a multi disciplinary team in a structured environment. The successful candidate will possess excellent communication skills, IT skills and clerical. The opportunity for flexible working will be available whilst adhering to a flexible working approach. They will have the ability to prioritise their own workload as well as working as part of a team. Main duties of the job Leeds Teaching Hospitals is one the largest teaching hospital trusts in Europe, with access to leading clinical expertise and medical technology. We care for people from all over the country as well as the 780,000 residents of Leeds itself. The Trust has a budget of £1.1 billion. Our 20,000 staff ensures that every year we see and treat over 1,500,000 people in our 2,000 beds or out-patient settings, comprising 100,000 day cases, 125,000 in-patients, 260,000 A&E visits and 1,050,000 out-patient appointments. We operate from 7 hospitals on 5 sites all linked by the same vision, philosophy and culture to be the best for specialist and integrated care. The team are a dynamic and hardworking group with strong team ethics. The vision is to provide the best care to our patients, work closely with colleagues at all levels, project support and continued service delivery. About us Leeds Teaching Hospitals is one the largest teaching hospital trusts in Europe, with access to leading clinical expertise and medical technology. We care for people from all over the country as well as the 780,000 residents of Leeds itself. The Trust has a budget of £1.1 billion. Our 20,000 staff ensures that every year we see and treat over 1,500,000 people in our 2,000 beds or out-patient settings, comprising 100,000 day cases, 125,000 in-patients, 260,000 A&E visits and 1,050,000 out-patient appointments. We operate from 7 hospitals on 5 sites all linked by the same vision, philosophy and culture to be the best for specialist and integrated care. The team are a dynamic and hardworking group with strong team ethics. The vision is to provide the best care to our patients, work closely with colleagues at all levels, project support and continued service delivery. 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. Date posted 06 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Contract Permanent Working pattern Full-time, Flexible working Reference number C9298-SIM-155A Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF Job description Job responsibilities To provide a comprehensive and high-quality secretarial service to support the multi-disciplinary 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 3. 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. Play a key role in ensuring that patients move systematically through their pathways by ensuring that the next steps are in the pipeline. 4. ORGANISATIONAL CHART Business Manager Assistant Business Manager Assistant PSC Administration Team 5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Qualifications Good Standard of Education (essential) Audiotyping/Word Processing (essential) RSA II (or equivalent) (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. 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) At least one year of 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. 6. 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 BEHAVIOURS AND SKILLS The individual will be expected to work well as part of a team and should be patient focused, professional and flexible in their approach to work. 9. CORE KNOWLEDGE AND UNDERSTANDING See Knowledge/Skills and Experience above 10. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Clinical Correspondence & Support to Clinical Services Typing/proof reading clinical correspondence relating to outpatient and inpatient attendances and other patient related correspondence on behalf of the consultant and clinical teams. Use a range of IT skills to support the clinical work of the consultant e.g. use of databases and spreadsheets to monitor test results for patients Support administrative process as deemed appropriate by the Senior Medical Secretary and PSC. 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: ensuring that follow-up and/or discharge appointments have been made for patients when required escalating to the Assistant Patient Services Co-ordinator where appointments have been booked outside the requested timescales). Any other general administrative duties associated with the consultant/clinical team outpatient workload. Answer phone calls and deal with enquiries relating to patients and clinical work from a variety of sources, directly resolving where possible or transferring to appropriate personnel. Liaise with GPs, hospital staff and others on behalf of consultant in relation to clinical workload. Maintain appropriate databases (both Trust and Departmental) to support with the delivery of the 18-week pathway or other waiting time standards as appropriate. Assist in the coordination of test results, bringing these to the attention of the consultant and taking resulting action as required. Maintaining an effective administration service Together with colleagues to cross cover in cases of absence to ensure Departmental standards are maintained In conjunction with other Team Medical Secretaries and under the supervision of the Assistant Patient Services Coordinator to work collectively as a team proactively planning workloads to meet different deadlines and timescales. Create and maintain appropriate record systems relating to clinical workload e.g. tests and results spreadsheets Provide guidance to other team members as necessary. Access information systems to obtain clinical information as required by the medical teams including investigation results or other information e.g. from results server, PPM or WinDIP Work as part of the team to ensure that all phone calls are answered within the department during core office hours. Provide information to Assistant PSC, as appropriate, relating to workload and work outstanding. Additional duties Any other duties that from time to time may be deemed necessary by the Trust/Directorates that are commensurate to the role. 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 jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their 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. 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. Respect for Patient Confidentiality The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role. Job description Job responsibilities To provide a comprehensive and high-quality secretarial service to support the multi-disciplinary 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 3. 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. Play a key role in ensuring that patients move systematically through their pathways by ensuring that the next steps are in the pipeline. 4. ORGANISATIONAL CHART Business Manager Assistant Business Manager Assistant PSC Administration Team 5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Qualifications Good Standard of Education (essential) Audiotyping/Word Processing (essential) RSA II (or equivalent) (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. 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) At least one year of 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. 6. 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 BEHAVIOURS AND SKILLS The individual will be expected to work well as part of a team and should be patient focused, professional and flexible in their approach to work. 9. CORE KNOWLEDGE AND UNDERSTANDING See Knowledge/Skills and Experience above 10. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Clinical Correspondence & Support to Clinical Services Typing/proof reading clinical correspondence relating to outpatient and inpatient attendances and other patient related correspondence on behalf of the consultant and clinical teams. Use a range of IT skills to support the clinical work of the consultant e.g. use of databases and spreadsheets to monitor test results for patients Support administrative process as deemed appropriate by the Senior Medical Secretary and PSC. 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: ensuring that follow-up and/or discharge appointments have been made for patients when required escalating to the Assistant Patient Services Co-ordinator where appointments have been booked outside the requested timescales). Any other general administrative duties associated with the consultant/clinical team outpatient workload. Answer phone calls and deal with enquiries relating to patients and clinical work from a variety of sources, directly resolving where possible or transferring to appropriate personnel. Liaise with GPs, hospital staff and others on behalf of consultant in relation to clinical workload. Maintain appropriate databases (both Trust and Departmental) to support with the delivery of the 18-week pathway or other waiting time standards as appropriate. Assist in the coordination of test results, bringing these to the attention of the consultant and taking resulting action as required. Maintaining an effective administration service Together with colleagues to cross cover in cases of absence to ensure Departmental standards are maintained In conjunction with other Team Medical Secretaries and under the supervision of the Assistant Patient Services Coordinator to work collectively as a team proactively planning workloads to meet different deadlines and timescales. Create and maintain appropriate record systems relating to clinical workload e.g. tests and results spreadsheets Provide guidance to other team members as necessary. Access information systems to obtain clinical information as required by the medical teams including investigation results or other information e.g. from results server, PPM or WinDIP Work as part of the team to ensure that all phone calls are answered within the department during core office hours. Provide information to Assistant PSC, as appropriate, relating to workload and work outstanding. Additional duties Any other duties that from time to time may be deemed necessary by the Trust/Directorates that are commensurate to the role. 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 jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their 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. 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. Respect for Patient Confidentiality The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role. Person Specification Skills & Behaviours Essential Interpersonal and communication skills. Organisation and time management skills. Understanding of customer care principles. A broad understanding of medical termin0logy and its use within clinical correspondence. Ability to work as part of a team. Ability to communicate sensitively using tact and diplomacy. Able to deal with sensitive information and enquiries in an appropriate and supportive manner. Desirable A good understanding of Trust Standards and National Waiting time standards. Experience Essential Using a variety of Microsoft office packages including word, excel and PowerPoint. Using a variety of Microsoft office packages including word, excel and PowerPoint. Prioritising and managing workload to meet deadlines. Liaising with a variety of sources. At least one year of secretarial experience. Desirable Using trust/departmental systems such as PPM. Previous administrative experience in a healthcare setting. Other Criteria Essential Adaptability and willingness to learn skills associated with role as may be required Knowledge of the Data Protection Act in relation to patient confidentiality. Qualifications Essential Audiotyping/Word Processing Good standard of education Desirable RSA II or equivalent Person Specification Skills & Behaviours Essential Interpersonal and communication skills. Organisation and time management skills. Understanding of customer care principles. A broad understanding of medical termin0logy and its use within clinical correspondence. Ability to work as part of a team. Ability to communicate sensitively using tact and diplomacy. Able to deal with sensitive information and enquiries in an appropriate and supportive manner. Desirable A good understanding of Trust Standards and National Waiting time standards. Experience Essential Using a variety of Microsoft office packages including word, excel and PowerPoint. Using a variety of Microsoft office packages including word, excel and PowerPoint. Prioritising and managing workload to meet deadlines. Liaising with a variety of sources. At least one year of secretarial experience. Desirable Using trust/departmental systems such as PPM. Previous administrative experience in a healthcare setting. Other Criteria Essential Adaptability and willingness to learn skills associated with role as may be required Knowledge of the Data Protection Act in relation to patient confidentiality. Qualifications Essential Audiotyping/Word Processing Good standard of education Desirable RSA II or equivalent Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Leeds Teaching Hospitals Address St. James's University Hospital Beckett Street Leeds LS9 7TF Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)