Job summary An exciting opportunity has arisen for a Medical Secretary with enthusiasm to join our Obstetrics and Gynecology team To provide an effective secretarial service within our small friendly team You will carry out duties in such a way that you will make a direct and positive contribution to the organisation ensuring the smooth running of the specialist team. Dealing with patients, doctors and fellow colleagues Main duties of the job To work as part of an administration team to provide a comprehensive administrative service to the consultant workforce. To support the Patient Service Manager and Secretary colleagues in the day to day running of a specialty administration team.In pursuing these duties the post holder will ensure compliance with the NHS Constitution and be familiar with the NHS England Guidance 'Understanding the new NHS'. About us We are always looking for enterprising and innovative approaches to the way we provide our services. We are a national centre for telemedicine and introduced telehealth to the UK offender healthcare sector and also provide the service to patients in their care homes. Community matters to us and we are supported by 400 dedicated volunteers and have strong links with Bradford University, Craven College and Leeds City College to ensure we inspire the workforce of the future. We want to attract staff who embrace our 'Right Care' behaviours of compassion, a commitment to quality of care and working together for patients - we want to make these part of our DNA. Date posted 07 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pro rata per annum Contract Permanent Working pattern Full-time, Part-time Reference number 423-6936491 Job locations Airedale General Hospital Skipton Road Steeton BD20 6TD Job description Job responsibilities Main duties: Work as part of an administration team to provide a comprehensive administrative service to the specialty team. Support the Secretary colleagues in the day to day running of the specialty administration team. Have basic knowledge of the Directorate and consultant structure and portfolios to enable cross cover. Support clinical team in implementation and use of new technologies. Maintain close working relationships between consultant(s) and patient, using tact, diplomacy, reassurance and discretion. Provide accurate, relevant and timely information to support clinical staff and managers in delivering high quality patient care and meeting the business needs of the Trust by:o Being responsible for accurately maintaining the Patient Administration System, including electronic tracking of notes, closing and updating referrals, adding to the waiting list and instigating transfers to other providers.o Liaison with medical, nursing and secretarial staff in arranging patients admission to hospital and attendance at outpatient clinics.o Updating 18 week monitoring information on a weekly basiso Ensuring that investigation results are checked and signed before filing in the case notes accurately, following Airedale NHS Trust procedures and guidelines. (NB All investigation results must be signed by a Doctor before being filed). Respond to enquiries from patients and their relatives in a constructive and sympathetic manner. Exercise independent judgement and initiative based on acquired knowledge when problems arise by taking appropriate action to resolve or by referring to the appropriate person. Managing incoming and outgoing correspondence, prioritising issues and signposting urgent referrals / clinical correspondence as necessary. Manage calendars effectively and efficiently. Produce high quality documents (including text processed) from written, recorded, dictated material etc. Ensure professional standards and the appropriate style of communication is deployed depending on the situation. Establish and maintain good working relationships both internally and externally. Be responsible for organising multidisciplinary meetings, conferences and events as required or in support of colleagues. Prepare papers, attend meetings and clinics and take formal minutes as required or as part of cross cover within the Specialty administration team. Create, manage and maintain effective patient and file management systems. Manage own workload and activity so that deadlines are achieved. Perform any other duties which fall within the range of this post grade, within the area of responsibility as defined above. Attend all Staff Development Reviews where training and development needs will be identified, attend mandatory and identified training. Working as part of a Team Work as part of the Specialty Administration Team. Work flexibly within core working hours to ensure the locality administration team is appropriately covered and supported. Support Line Manager and Team in the day to day running of the specialty administration team. To cross cover for other colleagues in their absence Managing Self Participate in regular team meetings. Attend all mandatory training. Participate annually identifying, developing and agreeing your own development plan with your line manager using the Trust Appraisal process. Comply with all Trust policies, procedures and protocols. Pay regard to materials and equipment. Carry out duties with due regard to the Trusts Equal Opportunity Policy, the Data Protection Act and Confidentiality Code of Practice.Seek advice and support from your line manager whenever necessary.Staff Supervision and Support Oversee the day to day work of identified administrative staff within the specialty administration team. Job description Job responsibilities Main duties: Work as part of an administration team to provide a comprehensive administrative service to the specialty team. Support the Secretary colleagues in the day to day running of the specialty administration team. Have basic knowledge of the Directorate and consultant structure and portfolios to enable cross cover. Support clinical team in implementation and use of new technologies. Maintain close working relationships between consultant(s) and patient, using tact, diplomacy, reassurance and discretion. Provide accurate, relevant and timely information to support clinical staff and managers in delivering high quality patient care and meeting the business needs of the Trust by:o Being responsible for accurately maintaining the Patient Administration System, including electronic tracking of notes, closing and updating referrals, adding to the waiting list and instigating transfers to other providers.o Liaison with medical, nursing and secretarial staff in arranging patients admission to hospital and attendance at outpatient clinics.o Updating 18 week monitoring information on a weekly basiso Ensuring that investigation results are checked and signed before filing in the case notes accurately, following Airedale NHS Trust procedures and guidelines. (NB All investigation results must be signed by a Doctor before being filed). Respond to enquiries from patients and their relatives in a constructive and sympathetic manner. Exercise independent judgement and initiative based on acquired knowledge when problems arise by taking appropriate action to resolve or by referring to the appropriate person. Managing incoming and outgoing correspondence, prioritising issues and signposting urgent referrals / clinical correspondence as necessary. Manage calendars effectively and efficiently. Produce high quality documents (including text processed) from written, recorded, dictated material etc. Ensure professional standards and the appropriate style of communication is deployed depending on the situation. Establish and maintain good working relationships both internally and externally. Be responsible for organising multidisciplinary meetings, conferences and events as required or in support of colleagues. Prepare papers, attend meetings and clinics and take formal minutes as required or as part of cross cover within the Specialty administration team. Create, manage and maintain effective patient and file management systems. Manage own workload and activity so that deadlines are achieved. Perform any other duties which fall within the range of this post grade, within the area of responsibility as defined above. Attend all Staff Development Reviews where training and development needs will be identified, attend mandatory and identified training. Working as part of a Team Work as part of the Specialty Administration Team. Work flexibly within core working hours to ensure the locality administration team is appropriately covered and supported. Support Line Manager and Team in the day to day running of the specialty administration team. To cross cover for other colleagues in their absence Managing Self Participate in regular team meetings. Attend all mandatory training. Participate annually identifying, developing and agreeing your own development plan with your line manager using the Trust Appraisal process. Comply with all Trust policies, procedures and protocols. Pay regard to materials and equipment. Carry out duties with due regard to the Trusts Equal Opportunity Policy, the Data Protection Act and Confidentiality Code of Practice.Seek advice and support from your line manager whenever necessary.Staff Supervision and Support Oversee the day to day work of identified administrative staff within the specialty administration team. Person Specification Qualifications Essential GCSE (or equivalent) in maths/english RSA/OCR level 2 word/text processing or equivalent experience Desirable Business admin qualification level 3 OCR level 3 word/text processing Experience Essential Administration/office experience supporting senior management functions i.e. diary management, electronic filing systems, meeting preparation, minute taking, collating and presenting information etc. Desirable Administration/office experience supporting senior management functions within the public sector. Skills Essential Ability to work autonomously and proactively Good organisational skills Able to prioritise work effectively and deal with non-routine tasks under pressure. Desirable Audio Typing Shorthand Knowledge Essential Competent in Microsoft Office Software or equivalent administrative programs. Desirable Working knowledge of Microsoft Outlook Knowledge of Information Governance. Personal Attributes Essential Highly professional Organisational focused Positive Manner Flexible Performance driven General Essential Awareness of NHS constitution and content Person Specification Qualifications Essential GCSE (or equivalent) in maths/english RSA/OCR level 2 word/text processing or equivalent experience Desirable Business admin qualification level 3 OCR level 3 word/text processing Experience Essential Administration/office experience supporting senior management functions i.e. diary management, electronic filing systems, meeting preparation, minute taking, collating and presenting information etc. Desirable Administration/office experience supporting senior management functions within the public sector. Skills Essential Ability to work autonomously and proactively Good organisational skills Able to prioritise work effectively and deal with non-routine tasks under pressure. Desirable Audio Typing Shorthand Knowledge Essential Competent in Microsoft Office Software or equivalent administrative programs. Desirable Working knowledge of Microsoft Outlook Knowledge of Information Governance. Personal Attributes Essential Highly professional Organisational focused Positive Manner Flexible Performance driven General Essential Awareness of NHS constitution and content 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 Airedale NHS Foundation Trust Address Airedale General Hospital Skipton Road Steeton BD20 6TD Employer's website https://www.airedale-trust.nhs.uk (Opens in a new tab)