Medical Secretary/Senior Medical Secretary

NHS; Wakefield; On-site; GBP 20,000 - 28,000; Full time

Job summary

Join a leading healthcare trust in Wakefield as a Medical Secretary. This role offers the opportunity to support consultants and junior medical staff, ensuring efficient communication and administration. You will be part of a dedicated team, providing high-quality care and contributing to patient experiences. Ideal candidates will have strong IT skills, excellent communication abilities, and a proactive approach to administrative tasks. This position offers a chance to grow within the organization, with clear progression opportunities.

Benefits

NHS pension

Generous holiday allowance

Health and wellbeing services

Onsite nurseries

Childcare vouchers

Car lease schemes

Working carers support

Qualifications

• Previous medical secretarial and administrative experience required.
• Strong IT skills and advanced typing/word processing qualifications needed.

Responsibilities

• Provide comprehensive medical secretarial service to consultants.
• Handle calls from patients and manage sensitive communications.
• Assist with booking and managing appointments and clinics.

Skills

Communication

Interpersonal Skills

Organizational Skills

Flexibility

Initiative

Education

General Education

Tools

Office

Outlook

Word

Excel

PowerPoint

Job description

Medical Secretary/Senior Medical Secretary

Post holders will be appointed at band 3 or band 4 depending upon previous experience, as laid out in the Trust's development framework for medical secretaries. The framework provides a clear progression to allow post holders to progress from band 3 to band 4 within the post, subject to formal evaluation in role (this would take 2 years to progress from band 3 to 4).

We are looking for an experienced secretary to join the secretarial and administration team in Community Paediatrics. The post offers excellent opportunities for an enthusiastic and conscientious person to provide a comprehensive medical secretarial service to consultants and junior medical staff in an efficient and timely manner, assisting in organizing their workload and contributing to the overall success of the organization.

Main duties of the job

Please refer to the attached full job description and person specification. You will have previous medical secretarial and administrative experience, preferably in a healthcare setting. It is essential that you have strong IT skills, a good level of general education, extensive knowledge of Office and Outlook (including Word, Excel, PowerPoint, email, and internet), along with advanced typing/word processing qualifications/skills. You will have excellent communication, interpersonal, and organizational skills. Flexibility, initiative, and the ability to work independently and as part of a team are important. You must be able to work under pressure, meet tight deadlines, prioritize workloads, and remain positive and enthusiastic.

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). Committed to continuous improvement, we prioritize our people and values to deliver excellent patient experiences. Our team is friendly, passionate, and always seeking better ways to work through research and innovation. We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks provide safe spaces for honest conversations and sharing ideas, enhancing awareness and appreciation of equality, diversity, and inclusion. Benefits include NHS pension, generous holiday allowance, health and wellbeing services, onsite nurseries, childcare vouchers, car lease schemes, working carers support, and more. If you value caring, high standards, improvement, and respect, join our team to make a difference every day.

Job responsibilities

Contact information

About the role

The post holder will work independently, making decisions based on experience and knowledge, referring to their line manager as appropriate.

The role involves working as part of a multidisciplinary team to provide high-quality, individualized care to patients to achieve KPIs.

The post holder will primarily be office-based and will undertake activities such as:

• Receiving, recording, sorting, and distributing communications, taking appropriate action, including escalation, with tact and reassurance skills. Persuasive skills may be required to gain cooperation and avoid complaints.
• Handling calls from patients, relatives, GPs, wards, and other professionals, following through on inquiries professionally.
• Acting as a point of contact for patients, carers, relatives, and team members.
• Managing sensitive and challenging communication professionally.
• Assisting with booking, arranging, and administering appointments and clinics, including referrals and admissions.
• Managing clinic cancellations, validating against rotas, and notifying patients as needed.
• Managing medical records, including tracking, filing, and retrieval, in line with Trust policies.
• Supporting timely reporting of investigations/results, escalating when necessary.
• Participating in clinic reconciliation and managing theatre and waiting lists as required.
• Producing and proofreading clinical documentation, ensuring confidentiality and proper distribution.
• Interrogating case notes for accuracy and relevant information.
• Communicating complex information to healthcare professionals regarding patients’ conditions and prognosis.
• Managing databases, data collection, and updates relevant to the service.
• Organizing diaries, meetings, and events, resolving scheduling conflicts.
• Preparing documents for meetings, taking minutes, and providing secretarial support.
• Performing general administrative tasks like email management, filing, photocopying, and scanning.
• Ensuring compliance with Data Protection Regulations and maintaining patient confidentiality.
• Undertaking other administrative tasks to support service efficiency.
• Using bespoke systems for outcomes and documentation, prioritizing investigations, and reviewing data as directed.
• Preparing documentation for multidisciplinary team meetings and maintaining statistical records for audits.
• Managing workload with effective prioritization and time management, with guidance from managers.
• Supporting and training less experienced staff, demonstrating activities, and championing Trust values.
• Engaging in personal and professional development, staying updated with role developments.
• Adhering to policies, supporting service development, and championing quality improvements.
• Ensuring appropriate use of resources and escalating issues as needed.
• Maintaining standards and quality of care, ensuring mandatory training compliance.

Person Specification

Qualifications

• Please click 'apply now' to view the full person specification (submission not obligatory).

Experience

• For more information, contact Lauren Pashley, Team Leader, at 01924 542663.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A disclosure check will be required to verify any criminal convictions.