Job summary Physical illness and disability can affect many different aspects of life, including psychological well-being. Mid Yorkshire Psychological Services offers talking therapy to patients across a range of medical specialties, to help optimise emotional coping and quality of life. As a consequence of career progression, we currently have a vacancy within the MY Psychological Services administrative team. We are looking to recruit a half time, permanent, band 3 Medical Secretary.The successful candidate will work alongside our existing small, friendly admin team, working across multiple sections of the service. This post will be based primarily at Pinderfields Hospital, but our service also has bases at Dewsbury. Applicants should be willing to work from either of these hospitals dependent on the needs of the service. New Medical Secretary Career Structure The trust is currently in the process of developing a new medical secretary career structure, which is resulting in the implementation of a Senior Medical Secretary role. This will allow Medical Secretaries to work through a Competency Framework and when they reach two years in post, they can progress to a Senior Medical Secretary role. This change is resulting in two new job descriptions being developed for the organisation. Once these are developed and communicated, these will be shared with candidates who are currently going through a recruitment process for the Medical Secretary role. Main duties of the job The post holder will be expected to be self-motivated and flexible with excellent organisational skills. They will carry out a full range of secretarial tasks to support the smooth running of the clinical service. You must be proficient in the use of all Microsoft packages and have the ability to learn skills in new systems. Experience in specialist NHS systems such as SystmOne, Cito and PPM would be desirable but not essential. The successful candidate should be able to demonstrate excellent interpersonal, and communication skills, combined with a flexible approach to work. Please note that this vacancy is likely to close early if sufficient applications are received. For further information contact: Dr Anita Wraith, Consultant Clinical Psychologist, at anitawraithnhs.net or Linda Berry, Admin Team Leader, at linda.berry1nhs.net 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 05 March 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Pay is pro-rated for part time positions Contract Permanent Working pattern Part-time, Flexible working Reference number C9377-FCS5053 Job locations Pinderfields Hospital Aberford Road Wakefield West Yorkshire WF1 4DG Job description Job responsibilities To undertake reception duties including greeting patients and dealing with enquiries. On occasion it may be necessary to deal sensitively with distressed or vulnerable patients. To ensure that mail is processed, sorted, recorded and actioned appropriately and in a timely manner. To carry out general administrative tasks e.g. filing, photocopying, arranging patient transport. Utilising IT systems (e.g SystmOne) to accurately record patient contact data for statistical records and audit purposes. To undertake diary management, arrange appointments, meetings, venues (equipment and facilities) and reschedule any conflicting appointments as required. To act as a focal point for the clinical team. Provide a friendly and professional service; deal with enquiries from a variety of sources following departmental guidelines and Trust policies. Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants and external services. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. Maintain paper/computerised patient records in keeping with departmental guidelines and Trust policies. Updating patient information in a timely manner as required. Undertake typing of correspondence using copy, digital dictation and relevant IT systems to a high and accurate standard. This may include letters, reports, minutes of meetings and other administrative work. To attend meetings and take minutes as required. The post-holder will give relevant assistance to clinicians as and when required. Job description Job responsibilities To undertake reception duties including greeting patients and dealing with enquiries. On occasion it may be necessary to deal sensitively with distressed or vulnerable patients. To ensure that mail is processed, sorted, recorded and actioned appropriately and in a timely manner. To carry out general administrative tasks e.g. filing, photocopying, arranging patient transport. Utilising IT systems (e.g SystmOne) to accurately record patient contact data for statistical records and audit purposes. To undertake diary management, arrange appointments, meetings, venues (equipment and facilities) and reschedule any conflicting appointments as required. To act as a focal point for the clinical team. Provide a friendly and professional service; deal with enquiries from a variety of sources following departmental guidelines and Trust policies. Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants and external services. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. Maintain paper/computerised patient records in keeping with departmental guidelines and Trust policies. Updating patient information in a timely manner as required. Undertake typing of correspondence using copy, digital dictation and relevant IT systems to a high and accurate standard. This may include letters, reports, minutes of meetings and other administrative work. To attend meetings and take minutes as required. The post-holder will give relevant assistance to clinicians as and when required. Person Specification Knowledge and Awareness Essential Understanding and knowledge of Caldicott/Data Protection Act Desirable Knowledge of Trust Policies Qualifications Essential RSA Level 3 typing and word processing or equivalent qualification Good standard of literacy and numeracy Sound educational background (4 GCSES grade C or above) Desirable IT qualification e.g. ECDL PA or Secretarial Diploma Experience Essential Secretarial experience Experience of good customer or patient care Working with computer software programmes such as Microsoft Office, Outlook, Excel and Internet Experience of NHS IT systems Eg SystmOne, OPAS, Cito Experience of scheduling & co-ordination of activities and/or resources Desirable Experience of working with confidential material Experience of relevant medical / psychological terminology Previous NHS secretarial role Others Essential Adaptable and flexible according to the demands of the service. Understanding of need to maintain confidentiality Skills and Abilities Essential Demonstrate good verbal and written communication skills with team/patients/relatives, using tact when required Self-motivated with the ability to manage and prioritise own workload. Able to work as part of a team High standard of accuracy Flexibility and able to adapt to change Strong analytical skills Good time management skills Ability to establish and maintain effective working relationships Desirable Evidence of ongoing personal development and willingness to further progress. Person Specification Knowledge and Awareness Essential Understanding and knowledge of Caldicott/Data Protection Act Desirable Knowledge of Trust Policies Qualifications Essential RSA Level 3 typing and word processing or equivalent qualification Good standard of literacy and numeracy Sound educational background (4 GCSES grade C or above) Desirable IT qualification e.g. ECDL PA or Secretarial Diploma Experience Essential Secretarial experience Experience of good customer or patient care Working with computer software programmes such as Microsoft Office, Outlook, Excel and Internet Experience of NHS IT systems Eg SystmOne, OPAS, Cito Experience of scheduling & co-ordination of activities and/or resources Desirable Experience of working with confidential material Experience of relevant medical / psychological terminology Previous NHS secretarial role Others Essential Adaptable and flexible according to the demands of the service. Understanding of need to maintain confidentiality Skills and Abilities Essential Demonstrate good verbal and written communication skills with team/patients/relatives, using tact when required Self-motivated with the ability to manage and prioritise own workload. Able to work as part of a team High standard of accuracy Flexibility and able to adapt to change Strong analytical skills Good time management skills Ability to establish and maintain effective working relationships Desirable Evidence of ongoing personal development and willingness to further progress. 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)