Medical Secretary Team Leader

Lancashire Teaching Hospital NHS Foundation Trust; Preston; On-site; GBP 28,000 - 45,000; Full time

Job summary

Lancashire Teaching Hospital NHS Foundation Trust in Preston seeks an experienced administrator to lead a team of support secretaries and administrative staff. You will support complex neurodevelopmental pathways, processing referrals, clinical correspondence and appointments across ASD and ADHD pathways.

You will provide direct, proactive support to Community Paediatric Consultants, manage diaries and schedule clinics and MDT meetings, ensuring a high-quality administrative service across the

Qualifications

• Experience leading administrative teams in healthcare.
• Strong organisational and leadership skills with a proactive approach.
• Ability to coordinate complex diaries and clinic scheduling across pathways.
• Commitment to confidentiality, professionalism and patient care.
• Excellent communication with clinicians, patients and families.

Responsibilities

• Lead day-to-day management of the administrative team.
• Coordinate referrals processing, clinical correspondence and appointments.
• Support ASD/ADHD pathways across communities.
• Schedule clinics, MDT meetings and multidisciplinary activities.
• Oversee building operations, room bookings and clinic space utilisation.
• Prepare agendas, take minutes and distribute documentation.
• Produce letters via TPRO/Accurx for clinical teams.
• Represent Community Paediatric Services in internal and external communications.

Skills

Leadership

Team management

Diary management

Scheduling clinics

Communication

Organisational skills

Confidentiality

Tools

TPRO/Accurx

E-roster / Healthroster

Job description

The Community Paediatric Services team provides dedicated administrative support to children and families across Lancashire and South Cumbria, including those with neurodevelopmental conditions such as Autism Spectrum Disorder (ASD) and Attention Deficit Hyperactivity Disorder (ADHD). The service plays a key role in supporting timely access to assessment, diagnosis, and ongoing care, maintaining a strong commitment to delivering high-quality, patient-centred services across the Integrated Care Board (ICB).

You will lead the day-to-day management of a team of support secretaries and administrative staff, ensuring the delivery of an efficient and high-quality administrative service. This includes supporting complex neurodevelopmental pathways through the timely processing of referrals, clinical correspondence, and appointments.

The role requires effective coordination and communication with Consultants, medical staff, GPs, patients, parents/carers, and multidisciplinary teams to ensure seamless patient journeys through ASD and ADHD pathways.

You will demonstrate strong organisational and leadership skills, with the ability to prioritise workloads in a high-demand environment. A flexible approach, use of initiative, and a commitment to professionalism, confidentiality, and integrity are essential.

You will provide direct, proactive support to Community Paediatric Consultants, effectively managing complex diaries and ensuring the efficient scheduling of clinics, appointments, and multidisciplinary meetings across ASD and ADHD pathways.

In addition to supporting clinicians, you will lead a team of support secretaries and administrative staff, providing day-to-day management, guidance, and oversight to ensure a high-quality administrative service is maintained.

The role also includes responsibility for the operational oversight of the building, including the coordination of room bookings and clinic space utilisation, ensuring facilities are used efficiently to support service delivery.

You will play a key role in facilitating effective communication between clinical teams, patients, families, and stakeholders, working collaboratively with the wider Community Paediatric Service Leadership Team to ensure smooth and effective service operations.

Further details are available in the job description.

We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.

Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.

You’ll have access to varied development opportunities, learn new skills, meet fab people & do things you’d never have done. You’ll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.

You’ll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.

You will provide direct, proactive support to Community Paediatric Consultants, effectively managing complex diaries and ensuring the efficient scheduling of clinics, appointments, and multidisciplinary meetings across ASD and ADHD pathways.

Organise meetings as required, to include preparation of agendas and minute taking, co-ordinating follow up action as required to ensure that decisions / recommendations are implemented. Attend meetings in order to take minutes and produce / distribute documentation as required. Where needed, ensuring that an appropriate room has been arranged.

Accurate production of letters and other correspondence via TPRO/Accurx for our dedicated consultants and clinical teams . a

Taking responsibility as a T-PRO/Accurx super user within Community services and supporting Acute if required.

To provide direct support to the Business Support Manger, Senior Service Manager & Deputy Service within Community services escalating and reporting when necessary.

Responsible for ensuring Health Rosters are completed and correctly inputted for authorisation at month end. Chase any missing shifts or anomalies with staff

Complete and submit corporate workforce ''Healthroster - Amendment'' forms after lockdown

Responsible for calculating annual leave allowance for your cohort of staff and submitting to E-roster team prior to new financial year

To represent the Community Paediatric Services, responding to external and internal telephone queries from staff, patients and others and referring to appropriate person.

The role also includes responsibility for the operational oversight of the building, including the coordination of room bookings and clinic space utilisation, ensuring facilities are used efficiently to support service delivery.

Chase progress on all issues with appropriate staff on behalf of the Paediatric Services ensuring deadlines are met, such as clinical outcomes, clinical correspondence

Take responsibility for the day to day supervision of the administration team. Co-ordinate leave request within the Community Paediatric administration teams ensuring staffing numbers for service delivery are adhered to. Check and authorise timesheets on E-roster. Record sickness episodes on E-rosters. Undertake return to Welcome Back Meetings following sickness period. Arranging 1:1's and conducting appraisals within the Acute admin team ensuring appraisals are completed within the appropriate time scales. Assist in the recruitment of new staff within the Division.

Training of new starters to the team ensuring each new starter has a training matrix in place

Liaise directly with the Children's Outpatients Booking Supervisor ensuring clinics are fully maximised

Provide any ad hoc support within the Division support accordingly.