Medical Secretary

Job summary Anopportunity has arisen for an enthusiastic and organised individual within theDivision of medicine at Mid Yorkshire NHS Teaching Trust as a MedicalSecretary.Weare seeking to appoint two medical secretaries within the Division of Medicine.
hour position withinthe Neurology Department.34 hour position within the CardiologyDepartment.
Thepost holder will work primarily from Pinderfields Hospital, however, may berequired to cross site at Dewsbury Hospital on a adhoc basis.
Wewould welcome applicants who are self-motivated, committed and have theconfidence to work on their own initiative with excellent organisational andprioritisation skills.
Wewould welcome any interested candidates to contact Donna Maddox-Cliff, SecretarialTeam Leader.
Main duties of the job The ideal candidate will havestrong secretarial skills and have attained RSA Level 3 typing/word processingor equivalent qualification (business administration), or experience as aminimum.
Experience using digital dictation and experience of medicalterminology will be an advantage but not essential.
On the job training will be providedinitially within Division of Medicine as required for the successful candidate.Strong interpersonal andcommunication skills are essential, as the role requires liaising withManagers, Consultants, junior medical staff, patients and their carers on adaily basis.
In addition, robust organisational skills will be necessary toensure all patients receive timely, accurate and efficient communications.The successful candidate willbe based within a diverse secretarial team and be required to support eachother during periods of absence or increased workloads.
Good, supportive teamworking skills are therefore vital.The positions are hourswithin the Neurology Department and 34 hours within the Cardiology department.
About us We are an acute trust caring for over one 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.
Job description Job responsibilities Key ResponsibilitiesTo ensure post addressed to theconsultant/clinical team is promptly collected, sorted, recorded and actionedas act on own initiative where appropriate inresponding to incoming mail.Act as a focal point for the clinical team.Providea friendly and professional service, deal with enquiries from a multitude ofsources following Trust policies and standard operating with GPs, other hospitals, patients, internalmedical/non-medical staff and medical/non-medical external staff by a varietyof means face to face/phone/e-mail/letter/faxes on a daily basis.Assist clinicians withadministrative tasks, utilising IT systems or ensuring paper forms arecompleted and sent to relevant departments in a timely manner in line withservice specific standard operating procedures.To ensure all duties areundertaken in line with standard operating procedures and to enable theachievement of Trust and Service specific Key Performance Indicators.To request, cancel and re-arrangeappointments when necessary.Frequently receive and respond appropriatelyto telephone and personal enquiries from patients, relatives, GPs, otherconsultants and external bodies, referring enquiries to the consultants /clinical team where will require analysis of queries/issues,making judgements about how to deal with them and escalating as may require the use of tact/ empathic orreassurance skills.
In addition, persuasive skills are often required whereagreement or co-operation is required in trying to avoid Trust complaints.Prioritise and ensure clinicalinvestigations are acted upon appropriately and timely, within standardoperating procedures and meeting KPIs.Accurate recording of all paper/computerisedpatient records, updating and amending information timely and within standardoperating procedures.Undertake routine or ad hoc data validationas directed.Undertake typing of medical correspondenceusing copy, audio tapes and relevant IT systems to a high and accuratestandard.
This may include clinic letters, medico-legal reports and otheradministrative work.Keep appropriate statisticalrecords/information as and when required for the clinical team for auditpurposes.Provision of statistical returns required at regular may involve entering statistical data ontodatabases.Responsible for the receipt of referralletters with timely input onto the computerised IT Systems and ensuring thatall patients demographic information is recorded accurately in order toarrange outpatient appointments for clinics in accordance with service specificrequirements.To be responsible for ensuring copies ofcorrespondence are stored in the patients records in accordance standardoperating procedures.To attend meetings and appropriateCommittees to provide secretarial support by taking minutes and arrangingmeetings, as and when could include support toConsultants in their special interests role(s), eg Clinical Tutor, ChildProtection, etc.To be responsible for the confidentialmanagement of patient records and ensure that all documentation is returned tothe appropriate department timely within standard operating procedures.To be responsible for the preparation ofpatient records for admission, transfer and discharge in a timely manner as andwhen required.The post holder will give relevantassistance and training as and when required to support all colleagues.To carry out general administration dutiesand provide clerical assistance, as required.To send and receive faxes in a safe havenenvironment as per Trust policy.Ensure that all Hospital records are trackedand booked using the Trusts File Tracker computer system, or other relevant ITsystem.
Person Specification Skills and Abilities Essential Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required Ability to deal with conflict Good Time management skills Ability to engage and motivate others High standard of accuracy High level of initiative Flexibility and able to adapt to change Able to work as part of a team Strong analytical skills Ability to establish and maintain effective working relationships Experience Essential Experience and knowledge of multi-disciplinary team working Secretarial experience Experience of working with filing systems Experience of good customer or patient care Working with computer software programmes such as Microsoft Office, e-mail and internet Experience of scheduling/co-ordination activities and/or resources Desirable Medical secretarial experience Previous NHS administrative role Experience of working with patients requiring health care Experience with NHS/healthcare software systems Experience of working with confidential material Qualifications Essential RSA Level 3 typing/word processing or equivalent qualification (business administration or experience Sound educational background (4 GCSEs, grade C or above) Desirable IT qualifications Medical Secretary Diploma Shorthand Qualification Medical Terminology RSA Level 3 typing/word processing or equivalent qualification or experience Knowledge and Awareness Essential Understanding and knowledge Caldicott/Data Protection Act.
Awareness of own limitations.
Desirable Knowledge of Trust Policies