Medical Secretary Team Leader

The Methodist Church in Britain; Preston; On-site; GBP 26,000 - 36,000; Full time

Benefits offered by this job

Varied development opportunities

Job summary

Lancashire Teaching Hospitals NHS Foundation Trust is seeking an experienced leadership administrator to support Community Paediatric Consultants, manage the admin team and oversee clinic operations across ASD and ADHD pathways.

You will coordinate diaries, room bookings and referrals, produce letters via TPro/Accurx, and drive service improvements while ensuring confidentiality and NHS policy compliance. A strong secretarial background and people management skills are essential.

Qualifications

• GCSE English and Maths at grade C/4 or above
• NVQ Level 3 in Business Administration or equivalent experience

Responsibilities

• Manage diaries and scheduling of clinics, appointments and meetings across ASD/ADHD pathways
• Lead day-to-day management of the admin team
• Oversee building operations including room bookings and clinic space
• Produce letters and correspondence via TPro/Accurx as super user
• Process referrals and clinical correspondence on complex neurodevelopmental pathways
• Organise meetings with agendas, minutes and follow-ups
• Answer internal/external telephone queries and chase outstanding issues
• Submit Healthroster entries for month-end authorisation and amendments
• Coordinate leave, timesheets, sickness and return-to-work meetings
• Arrange 1:1s and appraisals; assist recruitment
• Train new starters and maintain training matrix

Skills

Team leadership

Staff management

Prioritisation

Medical terminology

Microsoft Office 365

Education

GCSE English and Maths (grade C/4 or above)

NVQ Level 3 in Business Administration

Tools

Flex

TPro

Accurx

Job description

This leadership post sits within the Community Paediatric Services team at Lancashire Teaching Hospitals NHS Foundation Trust, supporting children and families across Lancashire and South Cumbria. The job centres on managing a team of support secretaries and administrative staff while running consultants' diaries and processing referrals and clinical correspondence for autism and ADHD pathways. It also carries operational oversight of the building, including room bookings and clinic space. Significant secretarial experience and working knowledge of Flex, TPro and Accurx are what decide fit.

What the job involves

• Support Community Paediatric Consultants by managing diaries and scheduling clinics, appointments and multidisciplinary meetings across ASD and ADHD pathways
• Lead day-to-day management, guidance and oversight of the support secretaries and administrative team
• Oversee the building operationally, co-ordinating room bookings and clinic space and liaising with the Children's Outpatients Booking Supervisor
• Produce accurate letters and correspondence via TPro/Accurx, acting as super user across Community services
• Process referrals, clinical correspondence and appointments on complex neurodevelopmental pathways
• Organise meetings, including agendas, minutes and follow-up actions
• Answer internal and external telephone queries, refer them on and chase outstanding issues with staff
• Complete and chase Healthroster entries for month-end authorisation and submit amendment forms
• Supervise the admin team: co-ordinate leave, authorise timesheets, record sickness and hold return-to-work meetings
• Calculate annual leave allowances for the cohort and submit to E-roster before the new financial year
• Arrange 1:1s and appraisals within the Acute admin team and help recruit staff to the Division
• Train new starters and ensure each has a training matrix in place

Qualifications

• GCSE English and Maths at grade C/4 or above
• NVQ Level 3 in Business Administration or equivalent experience

Experience

• Significant experience in an administrative or medical secretarial role
• Experience of high-volume workloads in a busy environment, changing priorities to meet deadlines
• Experience and competence in minute taking
• Experience of dealing with confidential and sensitive information
• Evidence of introducing service developments and innovation

Skills & knowledge

• Advanced knowledge of medical terminology
• Working knowledge of Flex, TPro and Accurx
• Knowledge of NHS policies and national targets, including 18-week targets
• Microsoft Office 365
• Ability to lead, motivate and support a team
• Effective delegation skills

Nice to have

• Core people management skills
• ILM 3
• Typing or equivalent keyboard experience at 50 WPM
• Experience of monitoring turnaround times and addressing backlogs
• Experience of staff management and supervision

What’s offered

• Varied development opportunities and the chance to learn new skills