Senior Medical Secretary

This is a senior secretarial role within Paediatric Oncology and Haematology, a highly complex, busy environment and as such the individual will be expected to work independently as well as part of a team. The individual should be patient-focused, professional and flexible in their approach to work.

The post-holder will:

• Provide a wide-ranging PA service to a group of clinicians.
• Manage the flow of patients ensuring tests and/or appointments are booked within the necessary timescales, escalating potential delays to the PSC/Business Manager.
• Undertake investigation for informal PALS complaints at the request of the PSC.
• Co-ordinate and transcribe/process responses to formal patient complaints together with the clinician.
• Coordinate and supervise the day-to-day activities and workload of a small team of medical secretaries.
• Support the Team Medical Secretaries to ensure that service provision meets relevant quality standards.

Main duties of the job include oversight of the referral to treatment time pathway for their consultants' patients, ensuring they are managed efficiently and effectively through their agreed clinical pathways.

About us: Leeds Children's Hospital covers 27 medical and surgical specialties and is one of the largest specialist children's hospitals in the country. We have over 20 inpatient wards, employ over 800 nurses and last year held over 170,000 outpatient appointments and treated over 25,000 surgical patients both electively/non-electively.

Job responsibilities include:

• Managing diaries for the clinical team and co-ordinating the cancellation or alternative provision of outpatient activity.
• Supervising a small team of medical secretaries and related clerical support staff.
• Managing and prioritising departmental workload on a day-to-day basis.
• Reviewing relevant waiting time reports for the Consultants responsible.
• Supporting the clinical teams in the delivery of excellent patient care.
• Ensuring all phone calls are answered within the department during core office hours.
• Opening and dealing with departmental post and allocating resulting work to appropriate staff.
• Monitoring turnaround times for clinical correspondence.
• Participating in yearly appraisals for the team medical secretaries.
• Providing PSC/Business Manager and Consultant staff with relevant information relating to administrative service.
• Taking minutes at secretarial staff meetings.
• Undertaking duties required as the administrator and super user for the digital dictation/speech recognition system.
• Ensuring office equipment is in working order and office supplies are maintained.
• Providing comprehensive PA service to the Clinical Director/Lead Clinician and other medical colleagues.
• Supporting clinicians with their teaching and research portfolios.
• Co-ordinating annual leave for consultants.
• Administration duties to support departmental clinical audit and clinical governance.
• Diary management for consultant staff.
• Organising travel arrangements for consultant staff.
• Other general administrative duties that may be required to fulfil the role.

Person Specification:

• Qualifications: GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2 qualification) in English and Maths.
• Audio typing/word processing skills (RSA III) or equivalent experience.
• Knowledge and application of the Data Protection Act in relation to patient confidentiality.
• Understanding of relevant Trust standards and National Waiting Time Standards.
• Using different IT systems to assess patient pathways.
• An understanding of medical careers and junior doctor rotation.