Job summary An exciting opportunity has arisen to join the Ophthalmology Administration Team as a Medical Secretary at St James's Hospital. This role would be perfect for any individual looking for a fast paced and varied role. The successful candidate will provide a comprehensive and high quality medical secretarial service to support clinical teams (Consultants, their medical teams e.g. junior medical staff or specialist nursing staff as appropriate) in delivering high quality care to the patients of Leeds and beyond. This role will additionally make a key contribution in improving the patient experience by supporting Directorate teams with the movement of patients through their 18-week pathway or other national waiting time standards as appropriate. This role requires excellent organizational skills, attention to detail, proficiency in medical terminology, and the ability to manage multiple tasks efficiently. Experience in a medical secretarial role, particularly within ophthalmology, would be advantageous. Main duties of the job The post-holder will: Work as part of a team to ensure that all clinical correspondence is turned around in a timely manner to allow patients to move through their pathway without any delays Audio Typing: Transcribing clinical correspondence and reports accurately and promptly Work with Consultants and their medical teams. Manage their workload in line with departmental requirements or as identified by the Senior Medical Secretary. Deal with patient enquiries. Play a key role in ensuring that patients move systematically through their pathways by ensuring that the next steps are in the pipeline. Work as part of the team to ensure that all phone calls are answered within the department during core office hours. Provide information to PSC/Assistant PSC, as appropriate, relating to workload and work outstanding. Provide cover for other team secretaries/clerical staff when on annual leave or sick leave. Additional duties Any other duties that from time to time may be deemed necessary by the Trust/Directorates that is commensurate to the role. About us Leeds Teaching Hospitals NHS Trust (LTHT) is one of the largest and busiest acute hospital trusts in the UK, employing over 18,000 staff across multiple sites, including Leeds General Infirmary, St James's University Hospital, Chapel Allerton Hospital, Leeds Dental Institute, Seacroft Hospital, and Wharfedale Hospital. LTHT provides a comprehensive range of services to the local population of approximately 770,000 and offers regional specialist care to up to 5.4 million people. The Trust is recognized for its excellence in various specialties, including cancer, neurosurgery, The Ophthalmology Department is predominantly based at St James University Hospital, Leeds but we also offer services to patients at Seacroft Hospital and Wharfedale Hospital. We are the biggest outpatient department in the Trust There are 29 consultants in the wider Ophthalmology Department. The team also trains Ophthalmic specialist trainees from the region. 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 15 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 C9298-HAN-095 Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF Job description Job responsibilities To provide a comprehensive and high quality medical secretarial service to support clinical teams and patients. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Clinical Correspondence & Support to Clinical Services Typing/proof reading clinical correspondence relating to outpatient and inpatient attendances and other patient related correspondence on behalf of the consultant and clinical teams. Use a range of IT skills to support the clinical work of the consultant e.g. use of databases and spread sheets. Support administrative process as deemed appropriate by the PSC. 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: ensuring that follow-up and/or discharge appointments have been made for patients when required escalating to the Patient Services Co-ordinator where appointments have been booked outside the requested timescales). Any other general administrative duties associated with the consultant/clinical team outpatient and inpatient workload. Answer phone calls and deal with enquiries relating to patients and clinical work from a variety of sources, directly resolving where possible or transferring to appropriate personnel. Liaise with GPs, hospital staff and others on behalf of consultant in relation to clinical workload. Maintaining an effective administration service In conjunction with other Team Medical Secretaries and under the supervision of the Patient Services Co to work collectively as a team proactively planning workloads to meet different deadlines and timescales. Create and maintain appropriate record systems relating to clinical workload e.g. tests and results spread sheets Provide guidance to clerical support officers as necessary. Ensure that health records are tracked on entering and leaving the Department and stored in an appropriate manner in line with Trust Policy and patient confidentiality. Ensure that health records are maintained to a high standard at all times. All documentation and investigation results must be securely filed in the correct section in chronological order. Support Data Quality Indicators by ensuring that patient information is accurate and updated on relevant paper and computerised systems. Access information systems to obtain clinical information as required by the medical teams including investigation results or other information e.g. from results server, PPM or WinDIP. Work as part of the team to ensure that all phone calls are answered within the department during core office hours. Provide information to PSC/Assistant PSC, as appropriate, relating to workload and work outstanding. Provide cover for other team secretaries/clerical staff when on annual leave or sick leave. Job description Job responsibilities To provide a comprehensive and high quality medical secretarial service to support clinical teams and patients. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Clinical Correspondence & Support to Clinical Services Typing/proof reading clinical correspondence relating to outpatient and inpatient attendances and other patient related correspondence on behalf of the consultant and clinical teams. Use a range of IT skills to support the clinical work of the consultant e.g. use of databases and spread sheets. Support administrative process as deemed appropriate by the PSC. 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: ensuring that follow-up and/or discharge appointments have been made for patients when required escalating to the Patient Services Co-ordinator where appointments have been booked outside the requested timescales). Any other general administrative duties associated with the consultant/clinical team outpatient and inpatient workload. Answer phone calls and deal with enquiries relating to patients and clinical work from a variety of sources, directly resolving where possible or transferring to appropriate personnel. Liaise with GPs, hospital staff and others on behalf of consultant in relation to clinical workload. Maintaining an effective administration service In conjunction with other Team Medical Secretaries and under the supervision of the Patient Services Co to work collectively as a team proactively planning workloads to meet different deadlines and timescales. Create and maintain appropriate record systems relating to clinical workload e.g. tests and results spread sheets Provide guidance to clerical support officers as necessary. Ensure that health records are tracked on entering and leaving the Department and stored in an appropriate manner in line with Trust Policy and patient confidentiality. Ensure that health records are maintained to a high standard at all times. All documentation and investigation results must be securely filed in the correct section in chronological order. Support Data Quality Indicators by ensuring that patient information is accurate and updated on relevant paper and computerised systems. Access information systems to obtain clinical information as required by the medical teams including investigation results or other information e.g. from results server, PPM or WinDIP. Work as part of the team to ensure that all phone calls are answered within the department during core office hours. Provide information to PSC/Assistant PSC, as appropriate, relating to workload and work outstanding. Provide cover for other team secretaries/clerical staff when on annual leave or sick leave. Person Specification Skills and Behaviours Essential Customer focussed/customer service skills Patient centre/PAS capabilities Professional attitude to work, diplomatic and calm under pressure A thorough understanding of the patient pathway To support and guide their team, including the development of an induction programme for new members of staff. Communicate sensitively and effectively with patients, relatives, colleagues and all other healthcare professionals themselves and through management of their staff. Desirable Ability to adapt to change of circumstances Experience of dealing with complaints Qualifications Essential Audio typing/Word Processing Skills RSA II or equivalent experience GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2) in English and Maths Experience Essential Thorough knowledge of patient Administration Processes Experience of staff management including recruitment and retention Knowledge of Microsoft Office Packages and e-mail technology. Organisational and time management skills Basic computer literacy and willingness to further computer skills. A thorough understanding of all policies and procedures governing the Trusts approach and delivery to Patient Administration. An understanding of team management and the policy and procedures governing the Trusts approach to managing staff. Desirable Significant previous secretarial and/or administration experience (as applicable). National Access Targets awareness An understanding of NHS/Trust protocols/policies and procedure Person Specification Skills and Behaviours Essential Customer focussed/customer service skills Patient centre/PAS capabilities Professional attitude to work, diplomatic and calm under pressure A thorough understanding of the patient pathway To support and guide their team, including the development of an induction programme for new members of staff. Communicate sensitively and effectively with patients, relatives, colleagues and all other healthcare professionals themselves and through management of their staff. Desirable Ability to adapt to change of circumstances Experience of dealing with complaints Qualifications Essential Audio typing/Word Processing Skills RSA II or equivalent experience GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2) in English and Maths Experience Essential Thorough knowledge of patient Administration Processes Experience of staff management including recruitment and retention Knowledge of Microsoft Office Packages and e-mail technology. Organisational and time management skills Basic computer literacy and willingness to further computer skills. A thorough understanding of all policies and procedures governing the Trusts approach and delivery to Patient Administration. An understanding of team management and the policy and procedures governing the Trusts approach to managing staff. Desirable Significant previous secretarial and/or administration experience (as applicable). National Access Targets awareness An understanding of NHS/Trust protocols/policies and procedure 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)