Job summary An exciting opportunity has arisen for a band 4 senior medical secretary within the Diabetes team. This would be an ideal opportunity for someone looking to expand their experience and knowledge within a busy department. The successful candidate will be responsible for the smooth running of the office along with the management of a well-established admin team. Some of the duties will include authorising annual leave, managing staff sickness, annual appraisals, managing the staff rota along with general secretarial work this will include minuting meetings and any other ad hoc duties. We are looking for a highly motivated, flexible, and hard-working person to undertake this fast paced and demanding role. This is a full-time role, of 37.5 hours per week start/finish times can be discussed. Once you are fully trained, we do offer a working from home day each week. For further information please contact Sarah McDonald Assistant Business Manager by emailing sarah.mcdonald3nhs.net Expected Shortlisting Date 26/02/2025 Planned Interview Date 12/03/2025 Main duties of the job we are looking for a team player who can work to a high professional standard to join the Diabetes admin team. The successful candidate will ensure the effective management of the admin team along with the smooth day to day running of the office. Some of the duties will include authorising annual leave, managing staff sickness, annual appraisals, prioritising work, reviewing work practices, managing the staff rota along with general secretarial work this post will also include minuting meetings and any other ad hoc duties. About us The diabetes admin team comprise of 4 medical secretaries, 2 clerk/typists and 1 MDT administrator. The team are hardworking, very knowledgeable, they are a great bunch of people and are fun to be around. The Diabetes Centre is a busy and exciting department that offers an ample number of opportunities to learn more about the service, and the CSU. Leeds Teaching Hospitals is great to be a part of as it has lots of new and interesting opportunities made available for staff. This post is based at the St James Hospital in a busy but friendly department, and you will be expected to prioritise your workload and undertake multiple tasks whilst supporting the admin team. The ability to work using your own initiative but also as part of a team is essential. 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 10 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Permanent Working pattern Full-time, Flexible working Reference number C9298-SIM-163 Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF Job description Job responsibilities To provide a consistent and high-quality Personal Assistant (PA) service to a group of Clinicians and their teams while supervising the provision of a comprehensive medical secretarial service by a group of staff. The Senior Medical Secretary will have oversight of the referral to treatment time pathway for their consultants patients ensuring they are managed efficiently and effectively through their agreed clinical pathways and where it is not possible that the correct escalation procedures are followed. [Generic statement applicable to recruiting specialty in terms of describing the service recruiting to and the postholders position in it]. 3. ORGANISATIONAL CHART Business Manager Patient Services Coordinator Senior Secretary Assistant PSC Team Medical Secretaries/Team Clerical Support 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). For the group of consultants responsible for, manage the flow of patients ensuring tests and/or appointments are booked within the necessary timescales escalating potential for delays to the PSC/Business Manager to ensure that prompt action is taken at all times in order to support strategic capacity/demand planning for the Organisation. At the request of the PSC and where relevant, undertake investigation for informal PALS complaints. Co-ordinate and transcribe/process responses to formal patient complaints together with the clinician ensuring that investigation outcomes are generated within the timeframe agreed with the patient. Coordinate and supervise the day-to-day activities and workload of a small team of medical secretaries (and work closely with relevant PSC/Assistant PSCs as appropriate) and any supporting clerical staff. 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 Clinical Director/Lead Clinician and other medical colleagues. Provide administrative support to Clinical Nurse Specialists where appropriate. Support clinicians with their teaching and research portfolios by organising regular meetings with trainees, supporting in the writing of research materials and organising meetings and conferences as and when required. This includes but isnt limited to providing support to academic, educational, research and supervisory roles. 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. 5. 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 Additionally, the following are core values which relate specifically to this post: This is a senior secretarial role and as such the individual will be expected to work independently as well as part of a team. The individual should be patient focused, professional and flexible in their approach to work. 6. 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. 7. 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. 8. 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 security and safer working procedures, and reporting incidents using the Trust Incident Reporting system 9. 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. 10. 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. Job description Job responsibilities To provide a consistent and high-quality Personal Assistant (PA) service to a group of Clinicians and their teams while supervising the provision of a comprehensive medical secretarial service by a group of staff. The Senior Medical Secretary will have oversight of the referral to treatment time pathway for their consultants patients ensuring they are managed efficiently and effectively through their agreed clinical pathways and where it is not possible that the correct escalation procedures are followed. [Generic statement applicable to recruiting specialty in terms of describing the service recruiting to and the postholders position in it]. 3. ORGANISATIONAL CHART Business Manager Patient Services Coordinator Senior Secretary Assistant PSC Team Medical Secretaries/Team Clerical Support 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). For the group of consultants responsible for, manage the flow of patients ensuring tests and/or appointments are booked within the necessary timescales escalating potential for delays to the PSC/Business Manager to ensure that prompt action is taken at all times in order to support strategic capacity/demand planning for the Organisation. At the request of the PSC and where relevant, undertake investigation for informal PALS complaints. Co-ordinate and transcribe/process responses to formal patient complaints together with the clinician ensuring that investigation outcomes are generated within the timeframe agreed with the patient. Coordinate and supervise the day-to-day activities and workload of a small team of medical secretaries (and work closely with relevant PSC/Assistant PSCs as appropriate) and any supporting clerical staff. 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 Clinical Director/Lead Clinician and other medical colleagues. Provide administrative support to Clinical Nurse Specialists where appropriate. Support clinicians with their teaching and research portfolios by organising regular meetings with trainees, supporting in the writing of research materials and organising meetings and conferences as and when required. This includes but isnt limited to providing support to academic, educational, research and supervisory roles. 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. 5. 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 Additionally, the following are core values which relate specifically to this post: This is a senior secretarial role and as such the individual will be expected to work independently as well as part of a team. The individual should be patient focused, professional and flexible in their approach to work. 6. 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. 7. 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. 8. 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 security and safer working procedures, and reporting incidents using the Trust Incident Reporting system 9. 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. 10. 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. Person Specification Qualifications Essential Audio typing/word processing skills (RSA III) or equivalent experience GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2 qualification) English and Maths Skills & behaviours Essential Team working Customer care skills - verbal and oral to support dealing with patient queries 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 Interpersonal and communication skills Organisational and time management skills 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. W Supervisory skills to support and manage the workload of a small group of staff. Where not readily available the post holder will be expected to acquire the relevant skills associated with this duty w 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 including word, excel and PowerPoint and e mail Using Trust based information systems such as PAS Diary management Organising and administrating meetings Prioritising and managing workload to meet deadlines Understanding of patient/customer focus A detailed understanding of relevant Trust policies and procedures in particular the Complaints/PALS procedures. Supervisory skills Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information. Understanding of relevant Trust standards and National Waiting Time Standards e.g. 5-day turnaround of clinical correspondence, 18-week wait for patients. Using different IT systems to make an assessment of where a patient is in their pathway and the resulting steps required to progress that patient through their journey Person Specification Qualifications Essential Audio typing/word processing skills (RSA III) or equivalent experience GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2 qualification) English and Maths Skills & behaviours Essential Team working Customer care skills - verbal and oral to support dealing with patient queries 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 Interpersonal and communication skills Organisational and time management skills 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. W Supervisory skills to support and manage the workload of a small group of staff. Where not readily available the post holder will be expected to acquire the relevant skills associated with this duty w 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 including word, excel and PowerPoint and e mail Using Trust based information systems such as PAS Diary management Organising and administrating meetings Prioritising and managing workload to meet deadlines Understanding of patient/customer focus A detailed understanding of relevant Trust policies and procedures in particular the Complaints/PALS procedures. Supervisory skills Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information. Understanding of relevant Trust standards and National Waiting Time Standards e.g. 5-day turnaround of clinical correspondence, 18-week wait for patients. Using different IT systems to make an assessment of where a patient is in their pathway and the resulting steps required to progress that patient through their journey 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)