We are seeking a highly motivated and organised individual to join our Paediatric Liver & Renal Team as a Band 3 Medical Secretary at 23 hours per week. This is a key role providing essential administrative support to our medical staff, ensuring the smooth and efficient running of the department.
Main duties of the job
The key responsibilities are:
1. Provide comprehensive secretarial support to medical consultants and clinical teams.
2. Manage correspondence, including typing letters, reports and other documents.
3. Handle incoming calls, e-mails, queries from families and healthcare professionals.
4. Co-ordinate with departments to facilitate patient care and streamline administrative tasks.
5. Maintain confidentiality and follow all NHS protocols regarding patient information.
About us
The postholder will be part of the Paediatric Hepatology and Nephrology Team. The administrative team consists of 6 Medical Secretaries, 1 Clerical Officer and 1 Data Base Manager. There are 6 Paediatric Nephrologists and 6 Paediatric Hepatologists, along with Clinical Nurse Specialists, Play Specialists and Dietitians.
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.
Job responsibilities
Job Purpose
To 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.
Job Dimensions
The post-holder will:
1. 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.
2. Work with Consultants and their medical teams.
3. Manage their workload in line with departmental requirements or as identified by the Senior Medical Secretary.
4. Deal with patient enquiries.
5. Play a key role in ensuring that patients move systematically through their pathways by ensuring that the next steps are in the pipeline.
Knowledge, Skills and Experience Required
Qualifications
* Audio typing/Word Processing Skills (RSA II) or equivalent experience (essential)
* GCSE Grade C or above English and Maths (or equivalent e.g. AMSPAR Level 2 qualification) (essential)
Experience
* Using a variety of Microsoft office packages including word, excel and PowerPoint (essential)
* Using patient information systems such as PAS (essential) and PPM (desirable) or the ability to quickly develop this knowledge in a short time frame.
* Prioritising and managing workload to meet deadlines (essential)
* Dealing with internal and external enquiries originating from a variety of sources (desirable)
* At least one year of secretarial experience (essential)
* Previous secretarial experience in a healthcare setting (desirable)
Skills & Knowledge
* Interpersonal and communication skills (essential)
* Organisational skills and time management (essential)
* Understanding of customer care principles (essential)
* A broad understanding of medical terminology and its use within clinical correspondence (essential)
* Ability to work as part of a team (essential)
* Ability to communicate sensitively with a wide range of people including patients, using tact and diplomacy (essential)
* Ability to deal with sensitive and often emotive information (essential)
* Ability to deal with enquiries in an appropriate and supportive manner (essential)
* Knowledge and application of the Data Protection Act in relation to patient confidentiality (essential).
THE LEEDS WAY VALUES
Our values are part of what make us different from other trusts. They have been developed by our staff and set out what they see as important to how we work. Our five values are:
1. Accountable
2. Empowered
All our actions and endeavours will be guided and evaluated through these values.
Principal duties and areas of responsibility
1. Typing/proofreading clinical correspondence relating to outpatient and inpatient attendances and other patient related correspondence on behalf of the consultant and clinical teams.
2. Use a range of IT skills to support the clinical work of the consultant e.g. use of databases and spreadsheets to monitor test results for patients.
3. Support administrative process as deemed appropriate by the Senior Medical Secretary and PSC.
4. To support the clinical teams in the delivery of excellent patient care by proactively working with colleagues and other Departments to ensure that all patients registered within the service are proactively supported through their patient journey.
5. Any other general administrative duties associated with the consultant/clinical team outpatient and inpatient workload.
6. Answer phone calls and deal with enquiries relating to patients and clinical work from a variety of sources.
7. Liaise with GPs, hospital staff and others on behalf of consultant in relation to clinical workload.
8. Maintain appropriate databases to support with the delivery of the 18-week pathway or other waiting time standards.
9. Assist in the coordination of test results, bringing these to the attention of the consultant and taking resulting action as required.
10. Together with colleagues to deputise for the Senior Medical Secretary in cases of absence.
11. Create and maintain appropriate record systems relating to clinical workload.
12. Provide guidance to clerical support officers as necessary.
13. Ensure that health records are tracked on entering and leaving the Department and stored in an appropriate manner.
14. Ensure that health records are maintained to a high standard at all times.
15. Access information systems to obtain clinical information as required by the medical teams.
16. Work as part of the team to ensure that all phone calls are answered within the department during core office hours.
17. Provide information to Senior Medical Secretary/PSC/Assistant PSC, as appropriate, relating to workload and work outstanding.
18. Provide cover for other team secretaries when on annual leave or sick leave.
Person Specification
Experience
* One year secretarial experience or working within an administrative role.
* Using Microsoft office packages including word, excel and PowerPoint.
* Use of patient information systems, such as PAS.
* Liaising with a variety of sources to provide information when required.
Skills & behaviours
* To be able to communicate effectively and efficiently.
* A broad understanding of medical terminology.
* Organisational skills and time management.
* Understanding of customer care principles.
* Ability to work as part of a team as well as independently.
Qualifications
* 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.
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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