**Job SummaryExpected Shortlisting Date:** 04/04/2025 **Planned Interview Date** 11/04/2025 Childrens Services are looking for an enthusiastic, highly motivated experienced Departmental Secretary to join their team. The post holder will be expected to provide secretarial administrative support to the Paediatric Psychology Team and the wider Allied Health Professional Team when required. The post holder will play a vital role in the effective delivery of patient care and admin duties for approximately 40 Paediatric Psychologists. Main duties of the job The prime responsibility for the post holder will be to type clinic letters, arrange meetings, room booking, telephone queries, waiting list management, dealing with databases and liaising with patients and relatives along with different professionals. **About Us** The Paediatric Psychology Team has approximately 40 Psychologists that provide service to different specialities such as pain, long term conditions, neurodevelopment, cardiology, neonates, surgery and oncology. The successful candidate will be part of an administrative team consisting of two Band 3 Departmental Secretaries and a Band 2 Clerical Officer/Receptionist along with the wider Allied Health Professional admin team of four Band 2 Clerical Officers. Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions. Date posted 10 March 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Contract Permanent Working pattern Full-time, Flexible working Reference number C9298-CHI-0350 Job locations Leeds General Infirmary Great George Street Leeds LS1 3EX **Job Description** Job responsibilities **Job Purpose** To provide a comprehensive and high quality medical secretarial service to support clinical teams (Consultants, their medical teams e.g. junior medical staff or specialist nursing staff as appropriate) in delivering high quality care to the patients of Leeds and beyond. This role will additionally make a key contribution in improving the patient experience by supporting Directorate teams with the movement of patients through their 18-week pathway or other national waiting time standards as appropriate. Job Dimensions **The Post-holder Will** Work as part of a team to ensure that all clinical correspondence is turned around in a timely manner to allow patients to move through their pathway without any delays Work with Consultants and their medical teams. Manage their workload in line with departmental requirements or as identified by the Senior Medical Secretary. Deal with patient enquiries. Play a key role in ensuring that patients move systematically through their pathways by ensuring that the next steps are in the pipeline.

*   Organisation chart

Business Manager Patient Services Coordinator Assistant PSC Medical Secretary

*   Knowledge, Skills and Experience Required

**Qualifications** Audio typing/Word Processing Skills (RSA II) or equivalent experience (essential) GCSE Grade C or above English and Maths (or equivalent e.g. AMSPAR Level 2 qualification) (essential) ECDL (desirable) **Experience** Using a variety of Microsoft office packages including word, excel and PowerPoint (essential) Using patient information systems such as PAS (essential) and PPM (desirable) or the ability to quickly develop this knowledge in a short time frame. In some specific cases additional system knowledge would be considered desirable e.g. using Mosaic within the Oncology & Physics teams. Prioritising and managing workload to meet deadlines (essential) Dealing with internal and external enquiries originating from a variety of sources including but not limited to: staff in other Departments, patients, staff in GP surgeries (desirable) **At Least One Year Of Secretarial Experience (essential)** Previous secretarial experience in a healthcare setting (desirable) Skills & Knowledge The candidate must demonstrate excellence and ability within the following areas: **Interpersonal And Communication Skills (essential)** Organisational skills and time management (essential) Understanding of customer care principles (essential) A broad understanding of medical terminology and its use within clinical correspondence (essential) Ability to work as part of a team (essential) Ability to communicate sensitively with a wide range of people including patients, using tact and diplomacy (essential) Ability to deal with sensitive and often emotive information (essential) Ability to deal with enquiries in an appropriate and supportive manner (essential) Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information (essential). A good understanding of relevant Trust standards and National Waiting Time Standards e.g. 5-day turnaround of clinical correspondence, 18 week wait for patients (desirable). Training will be offered as part of the role to ensure appointed candidates meet this requirement during the course of their employment.

*   THE LEEDS WAY VALUES

Our Values Are Part Of What Make Us Different From Other Trusts, So We See This As a Strength, As Well As a Responsibility. They Have Been Developed By Our Staff And Set Out What They See As Important To How We Work. Our Five Values Are Patient-centred Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values

*   Core Values & Behaviours

This individual will be expected to work well as part of a team and should be patient focused, professional and flexible in their approach to work.

*   Core Knowledge and Understanding

**See Knowledge/Skills And Experience Above.**

*   Principal duties and areas of responsibility

Clinical Correspondence & Support to Clinical Services Typing/proof reading clinical correspondence relating to outpatient and inpatient attendances and other patient related correspondence on behalf of the consultant and clinical teams. Use a range of IT skills to support the clinical work of the consultant e.g. use of databases and spreadsheets to monitor test results for patients. Support administrative process as deemed appropriate by the Senior Medical Secretary and PSC. To support the clinical teams in the delivery of excellent patient care by actively working with colleagues and other Departments to ensure that all patients registered within the service are proactively supported through their patient journey (This would include but is not limited to: ensuring that follow-up and/or discharge appointments have been made for patients when required escalating to the Patient Services Co-ordinator where appointments have been booked outside the requested timescales). Any other general administrative duties associated with the consultant/clinical team outpatient and inpatient workload. Answer phone calls and deal with enquiries relating to patients and clinical work from a variety of sources, directly resolving where possible or transferring to appropriate personnel. Liaise with GPs, hospital staff and others on behalf of consultant in relation to clinical workload. Maintain appropriate databases (both Trust and Departmental) to support with the delivery of the 18-week pathway or other waiting time standards as appropriate. Assist in the coordination of test results, bringing these to the attention of the consultant and taking resulting action as required. Maintaining an effective administration service Together with colleagues to deputise for the Senior Medical Secretary in cases of absence to ensure Departmental standards are maintained In conjunction with other Team Medical Secretaries and under the supervision of the Senior Medical Secretary to work collectively as a team proactively planning workloads to meet different deadlines and timescales. Create and maintain appropriate record systems relating to clinical workload e.g. tests and results spreadsheets Provide guidance to clerical support officers as necessary. Ensure that health records are tracked on entering and leaving the Department and stored in an appropriate manner in line with Trust Policy and patient confidentiality. Ensure that health records are maintained to a high standard at all times. All documentation and investigation results must be securely filed in the correct section in chronological order. Support Data Quality Indicators by ensuring that patient information is accurate and updated on relevant paper and computerised systems. Access information systems to obtain clinical information as required by the medical teams including investigation results or other information e.g. from results server, PPM or WinDIP Work as part of the team to ensure that all phone calls are answered within the department during core office hours. Provide information to Senior Medical Secretary/PSC/Assistant PSC, as appropriate, relating to workload and work outstanding. Provide cover for other team secretaries/clerical staff when on annual leave or sick leave. Additional duties Any other duties that from time to time may be deemed necessary by the Trust/Directorates that are commensurate to the role. Health and Safety/Risk Management All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with Leeds Teaching Hospitals NHS Trust policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting System. Infection Control The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precaution. Hand hygiene must be performed before and after contact with patients and their environment. Equality and Diversity The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. Patient and Public Involvement The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback. Training and Personal development - Continuous Professional Development The jobholder must take responsibility in agreement with his/her line manger for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. Respect for Patient Confidentiality The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role. Communication and Working Relationships **Responsibilities** Job description Job responsibilities See Knowledge/Skills and Experience above.

*   Principal duties and areas of responsibility

Clinical Correspondence & Support to Clinical Services Typing/proof reading clinical correspondence relating to outpatient and inpatient attendances and other patient related correspondence on behalf of the consultant and clinical teams. Use a range of IT skills to support the clinical work of the consultant e.g. use of databases and spreadsheets to monitor test results for patients. Support administrative process as deemed appropriate by the Senior Medical Secretary and PSC. To support the clinical teams in the delivery of excellent patient care by actively working with colleagues and other Departments to ensure that all patients registered within the service are proactively supported through their patient journey (This would include but is not limited to: ensuring that follow-up and/or discharge appointments have been made for patients when required escalating to the Patient Services Co-ordinator where appointments have been booked outside the requested timescales). Any other general administrative duties associated with the consultant/clinical team outpatient and inpatient workload. Answer phone calls and deal with enquiries relating to patients and clinical work from a variety of sources, directly resolving where possible or transferring to appropriate personnel. Liaise with GPs, hospital staff and others on behalf of consultant in relation to clinical workload. Maintain appropriate databases (both Trust and Departmental) to support with the delivery of the 18-week pathway or other waiting time standards as appropriate. Assist in the coordination of test results, bringing these to the attention of the consultant and taking resulting action as required. Maintaining an effective administration service Together with colleagues to deputise for the Senior Medical Secretary in cases of absence to ensure Departmental standards are maintained In conjunction with other Team Medical Secretaries and under the supervision of the Senior Medical Secretary to work collectively as a team proactively planning workloads to meet different deadlines and timescales. Create and maintain appropriate record systems relating to clinical workload e.g. tests and results spreadsheets Provide guidance to clerical support officers as necessary. Ensure that health records are tracked on entering and leaving the Department and stored in an appropriate manner in line with Trust Policy and patient confidentiality. Ensure that health records are maintained to a high standard at all times. All documentation and investigation results must be securely filed in the correct section in chronological order. Support Data Quality Indicators by ensuring that patient information is accurate and updated on relevant paper and computerised systems. Access information systems to obtain clinical information as required by the medical teams including investigation results or other information e.g. from results server, PPM or WinDIP Work as part of the team to ensure that all phone calls are answered within the department during core office hours. Provide information to Senior Medical Secretary/PSC/Assistant PSC, as appropriate, relating to workload and work outstanding. Provide cover for other team secretaries/clerical staff when on annual leave or sick leave. Additional duties Any other duties that from time to time may be deemed necessary by the Trust/Directorates that are commensurate to the role. Health and Safety/Risk Management All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with Leeds Teaching Hospitals NHS Trust policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting System. Infection Control The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precaution. Hand hygiene must be performed before and after contact with patients and their environment. Equality and Diversity The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. Patient and Public Involvement The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback. Training and Personal development - Continuous Professional Development The jobholder must take responsibility in agreement with his/her line manger for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. Respect for Patient Confidentiality The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role. Communication and Working Relationships Person Specification **Experience Essential**

*   One year secretarial experience
*   Using Microsoft office packages including word, excel and powerpoint
*   Prioritising and managing workload to meet deadlines
*   Use of patient information systems such as PAS

Desirable

*   Liaising with a variety of sources to provide information when required
*   Previous healthcare experience
*   Use of PPM and other department-relevant systems e.g Mosaic

Qualificatio

Departmental Secretary (XN03)

**Job Title**: Team Administrator

**Location**: Leeds, Hybrid (4 days in office)

**Contract Type**: Full-time, Permanent

**Salary**: Up to £25,000

**About the Company**

My client is a well-established legal firm with a strong presence across multiple UK locations. With a rich history and commitment to providing high-quality legal services, they cater to a diverse clientele, including multinational corporations, charities, housing associations, and regulators. The firm has a collaborative and dynamic working environment that supports professional growth and development.

**The Role**

An exciting opportunity has arisen for a Team Administrator to join the Property Team based in Leeds. The successful candidate will provide comprehensive administrative support to the local team and assist the wider team located across other offices.

**Key Responsibilities**

*   Provide general administrative support, including filing, photocopying, managing post, archiving, arranging couriers, and occasional reception cover.
*   Manage post-completion registrations at the Land Registry and the FCA.
*   Check and process post-completion documentation and liaise with relevant parties.
*   Assist with the preparation of marketing and business development documentation.
*   Maintain and organise both physical and electronic filing systems.
*   Monitor workload and provide regular updates to the Senior Team Administrator, Office Manager, and Line Manager.

**About You**

The ideal candidate will have:

*   High attention to detail, ensuring accuracy and consistency in all documentation.
*   Proficiency in MS Word, including auto-numbering, bookmarks, and track changes.
*   Strong skills in MS PowerPoint, Excel, Outlook, and Internet applications.
*   Excellent communication skills, both written and verbal.
*   The ability to prioritise and manage multiple tasks effectively.
*   Self-motivation and initiative, with the ability to work independently.
*   A professional approach when liaising with clients and external organisations.

If you are a highly organised and detail-oriented individual looking to start / advance your career within a prestigious legal environment, apply now!

Team Administrator

A leading law firm in the legal 500 is seeking a Team Administrator paying up to £25,311 plus benefits, to join their Leeds based team.

Due to the hands on nature of the role, this will be working 4 days in the office and 1 from home.

This is a really great opportunity for someone who is looking to support a team of legal professionals consisting of 1 Partner, 4 solicitors as well as 3 paralegals. The team specialise within property transactions with clients ranging from social housing providers, private developers as well as charities. The Team Administrator will be involved in all of the day-to-day administrative tasks and will include the following:

*   General administrative support for the department and the wider Leeds office when required. This will include filing, photocopying; managing post, archiving, arranging couriers and occasional reception cover.
*   Deal with post-completion registrations at the Land Registry and the FCA
*   Ensuring all post-completion documentation is checked thoroughly once received back from the Land Registry and FCA, then sent to the other side.
*   To assist with marketing and business development documentation where needed
*   Organise and maintain tidy and accurate files both in hard copy and electronically

The ideal candidate will have some administrative experience and will be looking to further develop their experience in a professional environment. You will be highly organised with a great eye for detail. Excellent communication skills as you will be the go to person for the team and some external clients too!

If you are looking for a great administration role within a successful law firm, then please do apply directly to the advert!

Latest Remote Jobs inLeeds, England·Administrative

Departmental Secretary (XN03)

Departmental Secretary (XN03)

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Team Administrator

Team Administrator

Team Administrator

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Leeds, England·Administrative