About this role
Job summary An exciting opportunity has arisen for an enthusiastic and well-organised individual to join the Colorectal team. This is not a traditional secretarial role; it is to provide essential clinical Outpatient administration and high-quality medical secretarial support.
Main duties of the job As a Team Medical Secretary, you will balance traditional tasks such as audio typing and clinical correspondence with proactive clerical coordination. You will be a focal point for the service, managing patient pathways, validating waiting lists, scheduling appointments to ensure our patients move smoothly through their 18-week journey and be the point of contact for patients via telephone.
The core hours of this post is Monday Friday 37.5 hours per week. For informal queries please contact: [email protected] or [email protected]
About us The Leeds Teaching Hospitals NHS Trust is committed to delivering the highest quality and safest treatment and care to every patient, every time.
Our vision is to provide the highest quality specialist and integrated care.
We will do this through delivery of our multi-year goals and strategic priorities, which you can read about on this page.
Central to it all is The Leeds Way our values and behaviours that are at the heart of everything we do.
Job description Job responsibilities For questions about this job, contact:
Courtney Collins Assistant Patient Service Coordinator [email protected] 0113 2066263
Or Saadiya Amreen Assistant Patient Service Coordinator [email protected] 0113 2066263
Why you should join our Team Why join our team?
You will join a large, friendly and supportive team. A full induction and training package will be tailored to your needs. We are committed to continuous professional development for all staff. Opportunities for Flexible working. Access to staff support forums including BAME, LGBTQ+, disability networks, health and wellbeing groups, and more. We are currently recruiting for three positions: two permanent roles and one fixed-term contract. Of these, two posts will primarily focus on outpatient services, with an additional component involving secretarial responsibilities.
What you will bring to the role Balancing secretarial tasks (minute-taking, audio-typing, managing correspondence) with clerical duties (scheduling appointments and maintaining administrative flow). Acting as a professional point of contact for patients and clinical staff, resolving queries that go beyond simple message-taking to ensure a seamless service. Actively supporting the patient pathway by ensuring new and follow-up appointments are coordinated efficiently in line with National Waiting Time policies and local Elective Access Policy. Taking a lead role in managing and validating waiting lists to ensure data accuracy and patient safety. Being the first point of contact for patients via the telephone. Along with actioning voicemails daily. Responsible for the Outpatient shared email accounts. Responsible for validation of patient records using patient tracking lists (PTL’s) and waiting lists. Liaising between multiple departments. 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 About Leeds Teaching Hospital NHS Trust 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
We’re committed to recruiting exceptional people to deliver outstanding services across Leeds Teaching Hospitals NHS Trust and helping every colleague reach their full potential. We’re looking for a compassionate, inclusive, and collaborative leader who shares our values and can build strong partnerships. We warmly invite applications from people from a variety of backgrounds and sectors, and are especially keen to hear from individuals from a minority ethnic background. We’re dedicated to creating a diverse and inclusive environment where everyone feels valued, supported, and has a true sense of belonging, as we work together to deliver the best in healthcare to the people of Leeds and beyond.
Sponsorship Eligibility To comply with UK Government regulations on Skilled Worker sponsorship, Leeds Teaching Hospital NHS Trust is unable to provide sponsorship to applicants who do not meet the eligibility criteria or the salary threshold concessions set out under the Skilled Worker visa route. Please take this into consideration before submitting your application. Full guidance on these concessions, including details of who may qualify, can be found here.
Person Specification
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
Secretarial experience Using Microsoft office packages including word, excel and PowerPoint Prioritising and managing workload to meet deadlines 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 (essential) and PPM (desirable) or the ability to quickly develop this knowledge in a short time frame. In some specific cases additional system knowledge would be considered desirable e.g. using Mosaic within the Oncology & Physics teams.
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 e.g. 5-day turnaround of clinical correspondence, 18-week wait for patients Dealing with internal and external enquiries originating from a variety of sources including but not limited to: staff in other Departments, patients, staff in GP surgeries
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
Leeds
West Yorkshire
LS9 7TF
Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)