Band 5 Medical Secretary jobs

Contact information

For more information regarding this advert, or to visit the laboratory, contact Shohaib Banaras (Senior BMS) on 01924 816181 or at shohaib.banaras@nhs.net or Becky Osborne (Chief BMS) 01924 816186 or b.osborne@nhs.net

About the role

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)

• The Medical Secretary provides a link between the trust, the patients, other health care professionals and service users. They will provide a comprehensive, efficient, and responsive administration service to the department. The successful candidate will be based within a diverse secretarial team and be required to support each other during periods of absence or increased workloads. Good, supportive team working skills are therefore vital.
• Strong interpersonal and communication skills are essential as the role requires liaising with managers, consultants, junior medical staff, laboratory staff, other healthcare professionals, patients, and other service users on a daily basis. In addition, robust organisational skills will be necessary to ensure all patients receive timely, accurate and efficient communications.
• This post requires a self-motivated and professional individual with the confidence and ability to work on their own initiative or as part of a team within standard operating procedure
• The role supports the Cellular Pathology Manager and Office Lead in delivering the administrative support services on the DDH site. The post-holder will be required to provide a comprehensive secretarial service relating to NHS work for a clinical team in the department in accordance with Trust policies and procedures.

Hours of Work: 37.5 Monday to Friday between 08:00 and 17:00 hrs.

Main duties

• Receiving, recording, sorting and distributing any form of communication, taking appropriate action including escalation where appropriate.
• Receive and make telephone calls to/from service users, following through all enquiries in a friendly and professional manner.
• Act as a point of contact for the Pathology service.
• Dealing professionally with sensitive and challenging information.
• Assist with booking, arranging and administering appointments and clinics as required by the service, e.g. urgent and routine referrals, elective admissions, and help to manage diagnostic lists.
• Production/proof reading of documentation of a sensitive and confidential nature.
• Interrogate Pathology IT systems to identify relevant information and ensure accuracy of correspondence.
• Communicate complex and sensitive information to GPs and service users in relation to patient results.
• Data collection, update and management of databases.
• Administer, co-ordinate and organise diaries, arrange meetings/events, resolving conflicting appointments and schedules.
• Prepare and collate documents for meetings pertinent to the Pathology service.
• To attend meetings to provide secretarial support by taking minutes.
• General administrative and clerical procedures as and when required.
• Undertake routine or ad hoc data review as directed.
• Undertake any other relevant administrative tasks that may be required for the effective running of the service.
• Preparation of documentation for MDT as required
• Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.

Essential person specification requirements

• Medical Secretary Diploma or appropriate Level 3 qualification in Business Administration or equivalent level of demonstrable experience.
• GCSE in Maths and English or Functional Skills (Level 2) or equivalent level of demonstrable experience.
• Secretarial or administrative experience.
• Experience of working with filing systems.
• Experience of working with computer software programs such as Microsoft Office, email and internet.
• Experience of scheduling/co-ordination activities and/or resources.
• Awareness of GDPR and patient confidentiality.
• Awareness of own limitations.
• Effective communication and interpersonal skills
• Effective planning, prioritisation and organisational skills.
• Ability to deal with conflict.
• Ability to engage and motivate others.
• High standard of accuracy with strong analytical skills.
• Flexibility to adapt to change.
• Able to work as part of a team
• Strong analytical skills
• Ability to establish and maintain effective working relationship
• Advanced Keyboard Skills
• Confident
• Calm under pressure
• Flexible approach to working arrangements
• Strong attention to detail and accuracy
• Self motivated
• Professional appearance

Be part of MY team

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). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.

We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.

If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.

Application guidance:
We understand that more applicants are using artificial intelligence (AI) technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. It’s important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.

Application tips:

If you need help with your application, take a look at the tips on our careers site.

Our benefits

• Access to the NHS pension plan
• Generous holiday allowance of 27 days plus bank holidays, increasing with 5 and 10 years of service
• Exceptional employee health and wellbeing services
• Extensive benefits and support, including:
• Onsite nurseries and childcare salary sacrifice scheme
• Home electronics scheme
• Cycle to work scheme - subject to eligibility criteria
• Car lease salary sacrifice scheme - subject to eligibility criteria
• Working carers support and advice, carers network and carers passport
• Flexible working options and family and carer-friendly policies
• Established staff networks, including LGBTQ+ and Race Equality
• Career progression, training and support

Skilled worker sponsorship

You can find out more about skilled worker and health and care visas on our careers site.