Job summary An opportunity has arisen for a highly motivated and enthusiastic person to join our Cellular Pathology Medical Secretary team. You must be enthusiastic; self-motivated with good communication skills and, have the ability to work on your own initiative or as part of a team within standard operating procedures. You will be required to maintain a high degree of professional standards and adherence to patient confidentiality is paramount. The Cellular pathology Department at The Mid Yorkshire Hospitals NHS Trust has a workload of 35, 000 requests per annum, 3000 non Gynae and 1000 Andrology samples. The department carries out a full range of diagnostic testing including immunocytochemistry. The role supports the Cellular Pathology Manager and Office Lead in delivering the administrative support services on the DDH site. The post-holder will be required to provide a comprehensive secretarial service relating to NHS work for a clinical team in the department in accordance with Trust policies and procedures. Hours of Work: 37.5 Monday to Friday between 08:00 and17:00 hrs. For more information regarding this advert, or to visit the laboratory, contact Shohaib Banaras (Senior BMS) on 01924 816181 or at shohaib.banarasnhs.net or Becky Osborne (Chief BMS) 01924 816186 or b.osbornenhs.net Informal visits welcome for candidates shortlisted for interview. Main duties of the job The ideal candidate will have strong secretarial skills and have attained RSA Level 3 typing/word processing or equivalent qualification, or experience as a minimum. Experience of medical terminology will be an advantage but not essential. An understanding of health-related policies such as confidentiality, safeguarding and incident reporting will also be beneficial to this role. On the job training will be provided within the service. The Medical Secretary provides a link between the trust, the patients, other health care professionals and service users. They will provide a comprehensive, efficient, and responsive administration service to the department. The successful candidate will be based within a diverse secretarial team and be required to support each other during periods of absence or increased workloads. Good, supportive team working skills are therefore vital. Strong interpersonal and communication skills are essential as the role requires liaising with managers, consultants, junior medical staff, laboratory staff, other healthcare professionals, patients, and other service users on a daily basis. In addition, robust organisational skills will be necessary to ensure all patients receive timely, accurate and efficient communications. This post requires a self-motivated and professional individual with the confidence and ability to work on their own initiative or as part of a team within standard operating procedures. About us We provide care and support to over a million people in Wakefield and Kirklees in their homes, community settings and across our three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield). Always striving for excellence, we are at the forefront of innovation and research, and we invest in teaching and the development of our workforce. We live by our values of caring, improving, being respectful and maintaining high standards. We listen and learn because we aim to make Mid Yorkshire the best place to work and receive care. We value diversity and welcome talent and enthusiasm irrespective of age, disability, neurodivergence, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances including providing unpaid carers support to someone with a health and care need. As ethnic minority groups, members of the LGBTQ community, and people with a disability/neurodivergence are currently under-represented across the organisation, we encourage applications from members of these groups. We have policies and procedures to ensure all applicants are treated fairly and consistently. We are proud of our staff networks - who offer valuable guidance and feedback from those with lived experience. We have a clear vision and you could be part of this If you share our values and you want to make a difference to the lives of our patients and their families and carers, we would love to hear from you. Date posted 21 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 C9377-FCS5523 Job locations Dewsbury District Hospital Halifax Road Dewsbury West Yorkshire WF13 4HS Job description Job responsibilities To ensure post addressed to the consultant is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail. Act as a focal point for the clinical team. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with GPs, other hospitals, patients, internal medical/non-medical staff and medical/non-medical external staff by a variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis. Assist Pathologists with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures. To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. To request, cancel and re-arrange diary commitments, meetings, appointments, etc when necessary. Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants and external bodies, referring enquiries to the consultants / clinical team where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints. Prioritise and ensure clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs. Accurate recording of all paper/computerised patient records, updating and amending information timely and within standard operating procedures. Undertake routine or ad hoc data validation as directed. Keep an up to date and accurate record of patient case notes entering and leaving the department. Sourcing and distribution of case notes to other departments and hospitals e.g. File Tracker/relevant IT system. Undertake typing of medical correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work. Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases. Responsible for the send away and receipt of referrals tests in a timely manner. To input onto the computerised IT Systems, ensuring that all patients demographic information is recorded accurately. To ensure information for MDTS are gathered in a timely manner. Accurate recording of all paper/computerised patient records, updating and amending information timely and within standard operating procedures. To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. This could include support to consultants in their special interests role(s), eg Clinical Tutor, Child Protection, etc. To be responsible for the confidential management of patient records and ensure that all documentation is returned to the appropriate department timely within standard operating procedures. The post holder will give relevant assistance and training as and when required to support all colleagues. To carry out general administration duties and provide clerical assistance, as required Job description Job responsibilities To ensure post addressed to the consultant is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail. Act as a focal point for the clinical team. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with GPs, other hospitals, patients, internal medical/non-medical staff and medical/non-medical external staff by a variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis. Assist Pathologists with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures. To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. To request, cancel and re-arrange diary commitments, meetings, appointments, etc when necessary. Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants and external bodies, referring enquiries to the consultants / clinical team where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints. Prioritise and ensure clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs. Accurate recording of all paper/computerised patient records, updating and amending information timely and within standard operating procedures. Undertake routine or ad hoc data validation as directed. Keep an up to date and accurate record of patient case notes entering and leaving the department. Sourcing and distribution of case notes to other departments and hospitals e.g. File Tracker/relevant IT system. Undertake typing of medical correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work. Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases. Responsible for the send away and receipt of referrals tests in a timely manner. To input onto the computerised IT Systems, ensuring that all patients demographic information is recorded accurately. To ensure information for MDTS are gathered in a timely manner. Accurate recording of all paper/computerised patient records, updating and amending information timely and within standard operating procedures. To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. This could include support to consultants in their special interests role(s), eg Clinical Tutor, Child Protection, etc. To be responsible for the confidential management of patient records and ensure that all documentation is returned to the appropriate department timely within standard operating procedures. The post holder will give relevant assistance and training as and when required to support all colleagues. To carry out general administration duties and provide clerical assistance, as required Person Specification Skills and Abilities Essential Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required. Demonstrate knowledge of dealing with public/conflict. Demonstrate a caring manner with an understanding disposition. Ability to organise self, working to deadlines and ensuring quality standards. Ability to engage and motivate others. High standard of accuracy. High level of initiative. Flexibility and able to adapt to change. Able to work as part of a team. Desirable Ability to deal with irate and worried people accessing the service. Time management skills or experience of working with a busy/demanding environment. Knowledge of Trust/Patient Access Policy/Medical Records Policies. Experience Essential Proven ability of working on own initiative. Ability to organise self, working to deadlines and ensuring quality standards. Experience and knowledge of multidisciplinary team working Secretarial experience. Experience of working with filing systems. Experience of good customer or patient care. Work with computer software programmes such as Microsoft Office, e-mail and internet. Experience of scheduling/co-ordination activities and/or resources. Desirable Medical secretarial experience. Previous NHS administrative role. Experience of working with patients requiring health care. Experience with NHS software systems such as File Tracker and PAS System 1. Experience of working with confidential material. Qualifications Essential Sound educational background (4 GCSEs, grade C or above). Desirable IT qualifications e.g. ECDL. Medical Secretary Diploma. Shorthand Qualification. RSA Level 3 typing/word processing or equivalent qualification or experience. ECDL or equivalent qualification. Knowledge and Awareness Essential Sensitive to confidential environment. Understanding and knowledge of work policies and procedures (Caldicott/Data Protection Act). Awareness of own limitations. Desirable Understanding of NHS Confidentiality issues. Awareness of Health & Safety issues. Awareness of Moving & Handling issues. Personal Attributes Essential Confidence and ability to establish effective working relationships. Calm under pressure. Flexible approach to working arrangements. Analytical skills. Strong attention to detail and accuracy. Self motivated. Planning ability. Organisational skills. Judgement. Decision making ability, working within Trust policies and standard operating procedures, and escalating to Line Manager as appropriate. Appropriate physical skills in accordance with the role requirements e.g. Speed, accuracy, dexterity. Professional appearance. Patient focused. Desirable Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development). Other Essential Ability to satisfy Occupational Health screening. Adaptable and flexible according to the demands of the service. Understanding of need to maintain confidentiality. Person Specification Skills and Abilities Essential Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required. Demonstrate knowledge of dealing with public/conflict. Demonstrate a caring manner with an understanding disposition. Ability to organise self, working to deadlines and ensuring quality standards. Ability to engage and motivate others. High standard of accuracy. High level of initiative. Flexibility and able to adapt to change. Able to work as part of a team. Desirable Ability to deal with irate and worried people accessing the service. Time management skills or experience of working with a busy/demanding environment. Knowledge of Trust/Patient Access Policy/Medical Records Policies. Experience Essential Proven ability of working on own initiative. Ability to organise self, working to deadlines and ensuring quality standards. Experience and knowledge of multidisciplinary team working Secretarial experience. Experience of working with filing systems. Experience of good customer or patient care. Work with computer software programmes such as Microsoft Office, e-mail and internet. Experience of scheduling/co-ordination activities and/or resources. Desirable Medical secretarial experience. Previous NHS administrative role. Experience of working with patients requiring health care. Experience with NHS software systems such as File Tracker and PAS System 1. Experience of working with confidential material. Qualifications Essential Sound educational background (4 GCSEs, grade C or above). Desirable IT qualifications e.g. ECDL. Medical Secretary Diploma. Shorthand Qualification. RSA Level 3 typing/word processing or equivalent qualification or experience. ECDL or equivalent qualification. Knowledge and Awareness Essential Sensitive to confidential environment. Understanding and knowledge of work policies and procedures (Caldicott/Data Protection Act). Awareness of own limitations. Desirable Understanding of NHS Confidentiality issues. Awareness of Health & Safety issues. Awareness of Moving & Handling issues. Personal Attributes Essential Confidence and ability to establish effective working relationships. Calm under pressure. Flexible approach to working arrangements. Analytical skills. Strong attention to detail and accuracy. Self motivated. Planning ability. Organisational skills. Judgement. Decision making ability, working within Trust policies and standard operating procedures, and escalating to Line Manager as appropriate. Appropriate physical skills in accordance with the role requirements e.g. Speed, accuracy, dexterity. Professional appearance. Patient focused. Desirable Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development). Other Essential Ability to satisfy Occupational Health screening. Adaptable and flexible according to the demands of the service. Understanding of need to maintain confidentiality. 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name The Mid Yorkshire Teaching NHS Trust Address Dewsbury District Hospital Halifax Road Dewsbury West Yorkshire WF13 4HS Employer's website https://www.midyorks.nhs.uk/ (Opens in a new tab)