Paediatric Medical Secretary Team Leader

• Paediatric Medical Secretary Team Leader
• Company: University Hospitals of Derby and Burton NHS Foundation Trust

Please note this position is not eligible for sponsorship.

Applicants must be able to demonstrate an existing and ongoing right to work in the UK for the duration of the contract without sponsorship from the Trust.

An exciting opportunity has arisen to recruit a Paediatric Medical Secretary Team Leader at Queen's Hospital Burton.

This is a rewarding opportunity for an experienced and motivated individual to combine the provision of a comprehensive medical secretarial service for an allocated Consultant and clinical team with day-to-day leadership of the Medical Secretary Team and Paediatric outpatient Reception Service.

The successful candidate will act as the team lead for administrative services within the department, supporting a team of medical secretaries and reception staff to deliver a high-quality, responsive, and patient-focused service.

Working closely with Consultants, the Operational Coordinator and the Paediatric Management Team, the post holder will provide first-line management support, coordinate workloads, oversee staffing arrangements and contribute to the ongoing development of administrative services.

The role requires a proactive and organised individual with excellent communication and interpersonal skills who can effectively balance their own workload while supporting others.

The ability to motivate and develop staff, manage competing priorities and respond positively to changing service demands is essential.

• Provide a comprehensive medical secretarial service to an allocated Consultant and their clinical team, ensuring the delivery of an efficient, responsive and professional administrative service.
• Act as the day-to-day lead for the Medical Secretary Team and Paediatric Reception Service at Queen's Hospital Burton, promoting high standards of performance and service delivery.
• Provide operational support and first-line supervision to administrative staff, ensuring workloads are managed effectively and service priorities are achieved.
• Act as a key point of contact for Consultants, administrative colleagues and the wider multidisciplinary team, facilitating effective communication and problem resolution.
• Support the Operational Coordinator and Paediatric Management Team with workforce management, recruitment, staff development and service improvement initiatives.
• Contribute to the development, implementation and monitoring of administrative processes to ensure the smooth and effective delivery of services across the paediatric pathway.
• Support the delivery of organisational objectives through effective leadership, staff engagement and continuous improvement activities.
• Closing date of applications: 03 September 2026
• Interview date: 18 September 2026

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

In return we will offer

• Development opportunities, both professional and leadership development
• On-going support from recruitment to when you join our team and beyond.
• Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes

Key Facts

• We see on average 4810 OP appointments a day.
• We are the 4thbusiest Trauma & Orthopaedic outpatients department in England – an average of 2077 per week.
• An average of 1115 patients are seen in A&Es across our network every day – 3rd largest in the country.
• Our hospitals admit an average of 195 emergency patients daily.
• Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
• We are one of only 7 Trusts nationally with more than 50 operating theatres.
• We carry out more than 140 elective procedures each working day.
• UHDB is a research active University Hospital with a large and varied portfolio of clinical trials and research opportunities for all staff.

Job Responsibilities

• Manage correspondence, clinic administration, diary management and patient-related documentation for an allocated Consultant and clinical team.
• Liaise with patients, families, healthcare professionals and external organisations, ensuring enquiries are dealt with professionally and efficiently.
• Provide day-to-day supervision and support to medical secretaries and reception staff, including workload allocation, prioritisation of tasks and problem-solving.
• Ensure consistent administrative processes are followed and maintain high standards of accuracy, confidentiality and data quality.
• Conduct regular one-to-one meetings and annual appraisals, supporting staff wellbeing, performance management and personal development.
• Monitor sickness absence, maintain workforce records, undertake return-to-work discussions and support attendance management processes in accordance with Trust policies.
• Coordinate annual leave requests and staffing arrangements to ensure adequate administrative and reception cover is maintained.
• Support recruitment activities, including shortlisting, interview panels, onboarding and induction of new staff.
• Assist with the implementation and monitoring of service improvements, new systems and organisational change initiatives.
• Produce, maintain and analyse workforce, training and service information as required, escalating concerns, risks or operational issues appropriately.
• Attend administrative, operational and service meetings, preparing documentation, recording actions and communicating key information to relevant staff.
• Work collaboratively with the Operational Coordinator, Paediatric Management Team and Consultants to identify opportunities for service development and improved patient experience.
• Ensure compliance with Trust policies, information governance requirements and departmental procedures at all times.
• Support the training, development and induction of staff, promoting a positive, inclusive and supportive team culture.
• Undertake any other duties appropriate to the grade of the post as required by the service.

UHDB is committed to fair and transparent recruitment.

We welcome authentic applications that reflect your own skills, experience and motivations for the role.

While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AI‑generated may be subject to additional review.

If this applies to your submission, we will let you know and may ask for clarification.

Please ensure your application accurately represents your experience and is written in your own words.

Important visa information: Due to UK Home Office immigration rule changes effective from 22 July 2025, applicants sponsored under Occupation Code 6131 (Nursing Auxiliaries and Assistants) may not be eligible to bring dependants under the Skilled Worker route if their Certificate of Sponsorship is issued on or after this date.

Applicants are responsible for understanding how these rules apply to their individual circumstances.

The Trust cannot provide immigration advice.

Further information is available on the Skilled Worker visa: Your partner and children - GOV.

Your application (for shortlisting purposes) is assessed based on the Person Specification in the job advert (below).

• This advert closes on Thursday 3 Sep 2026
• University Hospitals of Derby and Burton NHS Foundation Trust
• University Hospitals of Derby and Burton NHS Foundation Trust
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