Medical Secretary (XN03)

Job Summary

Expected Shortlisting Date: 30/04/2025

Planned Interview Date: 07/05/2025

Oncology CSU in the Bexley Wing has an exciting opportunity for a full-time Band 3 Medical Secretary to join our very friendly and approachable team consisting of medical secretaries and clerk typists. We work very closely with our consulting and admin teams forging strong relationships to deliver the best care for our service users.

Previous secretarial experience would be an advantage for this role.

Main Duties of the Job

You should be proficient in the typing of correspondence, scanning documents, diary management, dealing with telephone enquiries, collating annual leave, allocating clinics, and be able to use the various Microsoft applications. A good knowledge of the Referral to treatment targets would also be advantageous. Candidates will need to demonstrate excellent communication skills, the ability to work under minimal supervision, and can meet deadlines.

About Us

Our CSU covers a wide range of treatments including but not limited to Chemotherapy, Radiotherapy, SABR, Gamma knife, Brachytherapy, and Immunotherapy. Our team has many long-standing members which means good knowledge is retained within the team. We have a good induction pack along with on-the-job training in a supportive environment.

Interview date: 7th May 2025

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: 03 April 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,625 to £25,674 a year

Contract: Permanent

Working pattern: Full-time

Reference number: C9298-ONC-499

Job locations: St. James's University Hospital, Beckett Street, Leeds, LS9 7TF

Job Responsibilities

Job Purpose/Summary: 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.

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.
• 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.

Principal Duties & Areas of Responsibility

Clinical Correspondence & Support to Clinical Services:

• Typing/proofreading 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 spreadsheets.
• Support administrative processes as deemed appropriate by the PSC.
• 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.
• 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, 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 spreadsheets.
• 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.
• Access information systems to obtain clinical information as required by the medical teams including investigation results or other information.
• 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.

The Leeds Way Values

Our Values Are Part Of What Make Us Different From Other Trusts, So We See This As a Strength, As Well As a Responsibility. They Have Been Developed By Our Staff And Set Out What They See As Important To How We Work. Our Five Values Are:

• Patient-centred
• Collaborative
• Fair
• Accountable
• Empowered

All our actions and endeavours will be guided and evaluated through these values.

Person Specification

Experience Essential

• Secretarial experience
• Using Microsoft office packages including Word, Excel, and PowerPoint
• Prioritising and managing workload to meet deadlines
• Use of patient information systems, such as PAS.
• A broad understanding of medical terminology and its use within clinical correspondence
• Understanding of customer care principles.
• Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information.
• Using patient information systems such as PAS and PPM or the ability to quickly develop this knowledge in a short time frame.

Desirable

• Liaising with a variety of sources to provide information when required
• Previous healthcare experience
• Use of PPM and other department-relevant systems e.g. Mosaic
• Understanding of relevant Trust standards and other NHS waiting time standards.

Skills & Behaviours Essential

• Adaptability and willingness to learn skills associated with the role as may be required
• Interpersonal and communication skills.
• Ability to work as part of a team.
• Use of tact, diplomacy, and sensitivity with a wide range of people and in various situations.
• Ability to deal with enquiries in an appropriate and supportive manner.
• Ability to deal with sensitive and emotive information.
• Organisational skills and time management.

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.

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/