Job summary
- Main area
- Admin
- Grade
- Band 3
- Contract
- Fixed term: 6 months (Secondment opportunity considered for internal staff. Post may become permanent.)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 419-7346104-RMS-FH
- Employer
- York and Scarborough Teaching Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- York and Scarborough
- Town
- York
- Salary
- £24,937 - £26,598 Pro rata
- Salary period
- Yearly
- Closing
- 10/08/2025 23:59
Employer heading
Relief/Assistant Medical Secretary
Band 3
Please note that contact with applicants will usually be by email, and so please check all of your mail folders regularly (unfortunately some providers filter our messages into junk mail folders).
Our Values
- We are KIND
- We are OPEN
- We pursue EXCELLENCE
We are looking for applications from people who share our values to help make us a valued and trusted partner within our care system, that delivers safe effective care to our local population.
People for Patients. Our People, our Patients, our Priority
Job overview
Are you a highly motivated and enthusiastic individual with recent administrative or secretarial experience? Do you want to make a meaningful difference supporting medical professionals and contributing to children’s health and well-being? If so, we’d love to hear from you!
We are seeking a dedicated Relief/Assistant Medical Secretary to join our friendly and inclusive Paediatric Secretarial Team at York Hospital. In this role, you will provide vital administrative support to medical secretaries and their consultant teams, ensuring smooth and efficient operations.
Your responsibilities will include:
· Acting as the Designated Doctor Admin for Children’s Safeguarding
· Coordinating Educational Health Care Plans (EHCPs) across North Yorkshire and the City of York Council
· Supporting the paediatric secretarial team with day-to-day tasks and workflow management
About You:
· Recent experience in an administrative or secretarial role
· Strong organisational skills with attention to detail
· Excellent communication and interpersonal skills
· Ability to work collaboratively within a supportive team environment
· A proactive, flexible approach and a positive attitude
Why Join Us?
We are a welcoming, friendly, and supportive team that values inclusion and a strong work ethic. You will be part of a dedicated group committed to delivering excellent service to our patients and consultants.
Main duties of the job
As a Relief / Assistant Medical Secretary, you will play a key role in supporting the Paediatric Secretarial Team by managing a variety of administrative and secretarial tasks. Your day-to-day responsibilities will include:
- Typing clinical and administrative letters with accuracy and efficiency
- Answering telephone enquiries professionally from patients, consultants, and GPs
- Handling general administrative duties to support the smooth running of the office
- Covering for Medical Secretaries during periods of absence, ensuring continuity of service
- Communicating regularly and effectively with Paediatric Consultants and other clinical staff
- Coordinating with both clinical and non-clinical teams, always maintaining a patient-centred approach
Skills and Qualities We Are Looking For:
- Excellent administration and secretarial skills, with proven audio-typing ability
- Good understanding of customer relations to handle queries sensitively and effectively
- Ability to work well under pressure, prioritising competing demands in a busy office environment
- Strong time management skills with the ability to work independently and unsupervised
- Accurate and efficient typing speed, with knowledge of medical terminology seen as a strong advantage
- Previous or current NHS experience is desirable but not essential
- A friendly, professional attitude and the ability to work collaboratively within a team
Working hours are Monday - Friday 08:00-16:00
Working for our organisation
To find out more about what it is like to work for our Trust please visit the following link:
https://yorkhospitals.pagetiger.com/hdjgxd
Our benefits
We offer a range of benefits to support our staff including:
- · Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants
- · 27 days holiday rising to 33 days (depending on NHS Trust service)
- · A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager.
- · A variety of different types of paid and unpaid leave covering emergency and planned leave
- · Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme
- · NHS Car Lease scheme and Cycle to Work scheme
- · An extensive range of learning and development opportunities
- · Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers
For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.
Detailed job description and main responsibilities
Please seek approval from your line manager if you are applying for the role as a secondment.
A full description of the role is available in the attachment: job description.
Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.
Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.[email protected].
As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
Armed Forces Friendly Employer
We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.
Person specification
Education, Qualifications and Training
Essential criteria
- • GCSE English Language, Grade C or above (or equivalent)
- • Word processing skills – OCR II (or equivalent experience)
- • Typing skills OCR II (or equivalent experience)
Desirable criteria
- • ECDL
- • Qualification or appropriate training in Customer Service
Experience and Knowledge Required
Essential criteria
- • Knowledge of office applications and procedures
- • Minimum 6 months secretarial/administrative experience
- • Experience of working in a customer focused environment
- • Experience of using a variety of IT applications, including Microsoft Office
Desirable criteria
- • Knowledge of medical terminology
- • NHS Experience
Skills and Attributes
Essential criteria
- • Proficient audio typist with the ability to accurately transcribe complex audio tapes and type complicated medical information whilst subject to frequent interruption
- • Effective communication skills, verbal and written
- • Ability to cope with distressing and emotional situations with patients, relatives and staff
- • High level of interpersonal skills, including sensitivity, diplomacy and empathy and excellent organisational skills
- • Ability to be flexible and to adapt to new demands whiles being a great team player
Desirable criteria
- • Ability to exercise judgement and resolve problems
Aptitude and Personal Qualities
Essential criteria
- • Able to work under pressure to strict deadlines and requirements
- • Ability to learn additional skills and to provide cross cover for all areas of Department
- • Able to show flexibility and adaptation to service requirements
Employer certification / accreditation badges
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Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Cleo Glendinning
- Job title
- Administration Manager
- Email address
- [email protected]
- Telephone number
- 01904721898
- Additional information
Jackie Capaldi 01904 726626
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