Job summary Post holders will be appointed at band 3 or band 4 depending upon previous experience as laid out in the Trust's development framework for medical secretaries. The framework provides a clear progression to allow post holders to progress from band 3 to band 4 within the post subject to formal evaluation in role (this would take a minimum of 2 years to progress from band 3 to 4). 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. The Senior/Medical Secretary provides a link between the trust, the patient and their GP for patients/carers and other health care professionals. They will provide a comprehensive, efficient and responsive administration service to the medical and nursing staff and their teams. 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. Main duties of the job Receiving, recording, sorting and distributing any form of communication and take appropriate action. Receive and make telephone calls following through all enquiries in a friendly and professional manner. Acting as a point of contact. Dealing professionally with sensitive and challenging communication. Assist with booking, arranging and administering appointments. Assist with clinic cancellation requests, validating against speciality rotas, notify patients when required. Management of medical records. Support the management of timely investigative reports/results. Administration in relation to theatre and waiting lists as required by service. Production/proof reading of clinical documentation. Interrogate case notes to identify relevant information and to ensure accuracy of correspondence. Communicate complex and sensitive information. Data collection, update, management and maintenance of databases. Where applicable, administer, coordinate and organise diaries and arrange meetings. To attend meetings and appropriate Committees to provide secretarial support. General administrative and clerical procedures. Compliance with General Data Protection Regulations and patient confidentiality. Undertake any other relevant administrative tasks that may be required. Utilise bespoke systems to determine outcomes/next steps. Prioritise and ensure investigations are acted upon appropriately and timely. Undertake routine or ad hoc data review. Keep appropriate statistical records/information. About us We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work. We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust. If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day. Application guidance: We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form. Date posted 28 March 2025 Pay scheme Agenda for change Band Band 4 Salary £24,071 to £29,114 a year Band 3-4 depending on experience in line with agenda for change Contract Permanent Working pattern Full-time Reference number C9377-SURG3338 Job locations Pinderfields Hospital Aberford Road Wakefield West Yorkshire WF1 4DG Job description Job responsibilities Please see both job descriptions attached The post holder will work using standard Operating Procedures, understanding what results are to be achieved, referring to their Line Manager as appropriate The role requires the individual to work as part of a multi-disciplinary team, to provide high quality individualised care to patients to achieve agreed KPIs. The post holder will be predominantly office based and undertake the following activities: Receiving, recording, sorting and distributing any form of communication and take appropriate action including escalation where appropriate. Receive and make telephone calls to/from patients, relatives, GPs, wards and other NHS and non-NHS professionals/agencies, follow through all enquiries in a friendly and professional manner. Acting as a point of contact for patients, carers, relatives and other members of the multidisciplinary team. Dealing professionally with sensitive and challenging communication. Assist with booking, arranging and administering appointments and clinics as required by the service, e.g. urgent and routine referrals, elective admissions, and help to manage diagnostic lists. Assist with clinic cancellation requests, validating against speciality rotas, notify patients when required Management of medical records including tracking, tracing, filing and retrieving in line with Trust Policy. Support the management of timely investigative reports/results and escalate to the relevant clinical team. Participate in clinic reconciliation appropriate to the service. Administration in relation to theatre and waiting lists as required by service. Production/proof reading of clinical documentation (such as clinic letters) of a sensitive and confidential nature ensuring copy letters to other health care professionals / services are sent. Interrogate case notes to identify relevant information and to ensure accuracy of correspondence. Communicate complex and sensitive information to GPs and / or other health care professionals, in relation to patients conditions and prognosis. Data collection, update, management and maintenance of databases relevant to service. Where applicable, administer, coordinate and organise diaries and arrange meetings / events, resolving conflicting appointments and schedules. Collate documents and other preparatory items required for meetings pertinent to the service. 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), e.g. Clinical Tutor, Child Protection, etc. Word processing utilising Microsoft Office communication pertinent to the service. General administrative and clerical procedures including receiving and sending e-mails, filing, photocopying, scanning of documents as required. Compliance with General Data Protection Regulations and patient confidentiality supporting processes for clinical governance and information governance. Undertake any other relevant administrative tasks that may be required for the effective running of the service. Utilise bespoke systems to determine outcomes/next steps and provide updates for service files and documenting appropriately e.g. via admin events. Prioritise and ensure clinical/non-clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs. Undertake routine or ad hoc data review as directed. Preparation of documentation for MDT as required. 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. Provides and receives complex information to/from patients, occasionally of a sensitive nature in relation to appointments, correspondence and associated trust processes, policies and procedures. The post holder will be required to demonstrate own activities and provide support to new or less experienced colleagues. The post holder will manage their workload effectively, applying prioritisation and time management skills, ensuring information is timely, accurate and complete and relevant for the purpose for which it is provided. The post holder will have an appropriate manager available for guidance. The post holder will be proactive with respect to personal and professional development and become fully conversant with new developments affecting the role It is a requirement of the Trust that no secretarial support for private practice will be undertaken within contracted hours for the Trust. They must also be flexible both in availability and being able to offer appropriate cover for colleagues when they are absent from work due to annual leave or sickness etc. In some circumstances, there may be a temporary requirement to provide appropriate secretarial and administrative support to other services. The post holder may be requested to comment on any policy or procedural change. Engage in discussion in relation to service development. Engage and support quality improvement initiatives across your immediate team and within your service Postholder will ensure the appropriate use of trust resources escalating as appropriate The post holder will learn and develop existing skills appropriate to maintain standards and quality of care and ensure compliance with mandatory training and other role specific training. Once recruited, the post holder will be supported to gain experience over a minimum period of 24 months whilst at the same time completing the Medical Secretary Developmental Framework. The post holder will have the opportunity, no earlier than 24 months, to apply for a final review /certification, for consideration of their ability to transfer to the next pay band and Senior Medical Secretary job role. Upon satisfactory review / certification, the post holder will progress onto the AFC Pay Band 4 pay scale, Senior Medical Secretary job description / person specification. Job description Job responsibilities Please see both job descriptions attached The post holder will work using standard Operating Procedures, understanding what results are to be achieved, referring to their Line Manager as appropriate The role requires the individual to work as part of a multi-disciplinary team, to provide high quality individualised care to patients to achieve agreed KPIs. The post holder will be predominantly office based and undertake the following activities: Receiving, recording, sorting and distributing any form of communication and take appropriate action including escalation where appropriate. Receive and make telephone calls to/from patients, relatives, GPs, wards and other NHS and non-NHS professionals/agencies, follow through all enquiries in a friendly and professional manner. Acting as a point of contact for patients, carers, relatives and other members of the multidisciplinary team. Dealing professionally with sensitive and challenging communication. Assist with booking, arranging and administering appointments and clinics as required by the service, e.g. urgent and routine referrals, elective admissions, and help to manage diagnostic lists. Assist with clinic cancellation requests, validating against speciality rotas, notify patients when required Management of medical records including tracking, tracing, filing and retrieving in line with Trust Policy. Support the management of timely investigative reports/results and escalate to the relevant clinical team. Participate in clinic reconciliation appropriate to the service. Administration in relation to theatre and waiting lists as required by service. Production/proof reading of clinical documentation (such as clinic letters) of a sensitive and confidential nature ensuring copy letters to other health care professionals / services are sent. Interrogate case notes to identify relevant information and to ensure accuracy of correspondence. Communicate complex and sensitive information to GPs and / or other health care professionals, in relation to patients conditions and prognosis. Data collection, update, management and maintenance of databases relevant to service. Where applicable, administer, coordinate and organise diaries and arrange meetings / events, resolving conflicting appointments and schedules. Collate documents and other preparatory items required for meetings pertinent to the service. 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), e.g. Clinical Tutor, Child Protection, etc. Word processing utilising Microsoft Office communication pertinent to the service. General administrative and clerical procedures including receiving and sending e-mails, filing, photocopying, scanning of documents as required. Compliance with General Data Protection Regulations and patient confidentiality supporting processes for clinical governance and information governance. Undertake any other relevant administrative tasks that may be required for the effective running of the service. Utilise bespoke systems to determine outcomes/next steps and provide updates for service files and documenting appropriately e.g. via admin events. Prioritise and ensure clinical/non-clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs. Undertake routine or ad hoc data review as directed. Preparation of documentation for MDT as required. 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. Provides and receives complex information to/from patients, occasionally of a sensitive nature in relation to appointments, correspondence and associated trust processes, policies and procedures. The post holder will be required to demonstrate own activities and provide support to new or less experienced colleagues. The post holder will manage their workload effectively, applying prioritisation and time management skills, ensuring information is timely, accurate and complete and relevant for the purpose for which it is provided. The post holder will have an appropriate manager available for guidance. The post holder will be proactive with respect to personal and professional development and become fully conversant with new developments affecting the role It is a requirement of the Trust that no secretarial support for private practice will be undertaken within contracted hours for the Trust. They must also be flexible both in availability and being able to offer appropriate cover for colleagues when they are absent from work due to annual leave or sickness etc. In some circumstances, there may be a temporary requirement to provide appropriate secretarial and administrative support to other services. The post holder may be requested to comment on any policy or procedural change. Engage in discussion in relation to service development. Engage and support quality improvement initiatives across your immediate team and within your service Postholder will ensure the appropriate use of trust resources escalating as appropriate The post holder will learn and develop existing skills appropriate to maintain standards and quality of care and ensure compliance with mandatory training and other role specific training. Once recruited, the post holder will be supported to gain experience over a minimum period of 24 months whilst at the same time completing the Medical Secretary Developmental Framework. The post holder will have the opportunity, no earlier than 24 months, to apply for a final review /certification, for consideration of their ability to transfer to the next pay band and Senior Medical Secretary job role. Upon satisfactory review / certification, the post holder will progress onto the AFC Pay Band 4 pay scale, Senior Medical Secretary job description / person specification. Person Specification Qualifications Essential Medical Secretary Diploma or appropriate Level 3 qualification in Business Administration or equivalent level of demonstrable experience GCSE in Maths and English or Functional Skills (level 2) or equivalent level of demonstrable experience Desirable Audio-typing qualification/experience Customer Care qualification level 2 Experience Essential Secretarial and administrative experience Experience of working with filing systems Working 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/healthcare software systems Experience of working with confidential material Medical Terminology Knowledge & Awareness Essential Awareness of General Data Protection Regulations and patient confidentiality Awareness of own limitations. Desirable Working knowledge of the functionality of Patient Administration Systems Understanding of a range of work procedures associated with outpatient clinic arrangements, secretarial office procedures and case note procedures Skills & Abilities Essential Effective communication and interpersonal skills Effective planning, prioritisation and organisational skills Ability to deal with conflict Ability to engage and motivate others High standard of accuracy Flexibility and able to adapt to change Able to work as part of a team Strong analytical skills Ability to establish and maintain effective working relationships Advanced Keyboard Skills Person Specification Qualifications Essential Medical Secretary Diploma or appropriate Level 3 qualification in Business Administration or equivalent level of demonstrable experience GCSE in Maths and English or Functional Skills (level 2) or equivalent level of demonstrable experience Desirable Audio-typing qualification/experience Customer Care qualification level 2 Experience Essential Secretarial and administrative experience Experience of working with filing systems Working 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/healthcare software systems Experience of working with confidential material Medical Terminology Knowledge & Awareness Essential Awareness of General Data Protection Regulations and patient confidentiality Awareness of own limitations. Desirable Working knowledge of the functionality of Patient Administration Systems Understanding of a range of work procedures associated with outpatient clinic arrangements, secretarial office procedures and case note procedures Skills & Abilities Essential Effective communication and interpersonal skills Effective planning, prioritisation and organisational skills Ability to deal with conflict Ability to engage and motivate others High standard of accuracy Flexibility and able to adapt to change Able to work as part of a team Strong analytical skills Ability to establish and maintain effective working relationships Advanced Keyboard Skills 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 Pinderfields Hospital Aberford Road Wakefield West Yorkshire WF1 4DG Employer's website https://www.midyorks.nhs.uk/ (Opens in a new tab)