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.mcdonald3@nhs.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 comprises of 4 medical secretaries, 2 clerk/typists, and 1 MDT administrator. The team is hardworking, very knowledgeable, and a great bunch of people who are fun to be around.
The Diabetes Centre is a busy and exciting department that offers ample 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 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.
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.
The post-holder will:
1. 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).
2. 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 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.
3. At the request of the PSC and where relevant, undertake investigation for informal PALS complaints.
4. Coordinate 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.
5. 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.
6. Support the Team Medical Secretaries to ensure that service provision meets relevant quality standards.
7. Be the departmental super-user/system administrator for voice recognition and digital dictation.
8. Take a lead in developing new systems and processes to support ongoing service delivery and the maintenance of a high-quality service for the patients of Leeds and beyond.
9. In managing diaries for the clinical team, the post holder will be expected to coordinate 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.
10. Supervise a small team of medical secretaries and related clerical support staff, including the allocation of work and the organisation of daily departmental cover.
11. Manage and prioritise departmental workload on a day-to-day basis.
12. On a regular basis 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.
13. 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.
14. Ensure all phone calls are answered within the department during core office hours.
15. Open and deal with departmental post and allocate resulting work to appropriate staff.
16. Monitor turnaround times for clinical correspondence and take corrective action as required.
17. Participate in yearly appraisals for the team medical secretaries together with the PSC/Business Manager to support ongoing staff development.
18. Provide PSC/Business Manager and Consultant staff with relevant information relating to administrative service.
19. Take minutes at secretarial staff meetings and attend other administrative meetings as required.
20. Undertake duties required as the administrator and super user for the digital dictation/voice recognition system.
21. Responsible for ensuring office equipment is in working order and office supplies are maintained and replenished.
Person Specification
Qualifications
* Audio typing/word processing skills (RSA III) or equivalent experience
* GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2 qualification) in English and Maths
Skills & behaviours
* 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
* Experience in a healthcare environment in a PA or similar role e.g. as a Team Medical Secretary
* Coordinating and managing a team workload; delegating and prioritising tasks as required
* Supervisory skills to support and manage the workload of a small group of staff
* 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 email
* 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.
* 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.
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.
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