Job summary
- Main area
- Administration
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Part time - 30 hours per week
- Job ref
- 419-7282316-MS-SY
- Employer
- York and Scarborough Teaching Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- York Hospital
- Town
- York
- Salary
- £27,485 - £30,162 pro rata
- Salary period
- Yearly
- Closing
- 08/07/2025 23:59
Employer heading
Medical Secretary - Head and Neck
Band 4
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
We are looking for a Medical Secretary to join the Maxillofacial and Plastic Surgery Specialties Team at York Hospital, on a part-time basis for 30 hours a week.
Our successful candidate will work as part of a team, taking a lead role in providing a full and comprehensive PA and secretarial service to designated Consultants and their teams.
The post holder will will provide day-to-day work supervision of Assistant Medical Secretaries and Audio Typists.
Main duties of the job
- Provide a full and comprehensive personal assistant/secretarial service to Consultants and full clinical team members
- Accurately transcribe complicated dictation with complex medical terminology
- Compose letters as appropriate and undertake transcription of dictation
- Take, write and distribute both formal and informal minutes, associated with departmental/directorate/multidisciplinary team meetings
- Receive and process all incoming mail, bringing this and other relevant matters to the timely attention of the medical staff, and taking appropriate action, escalating issues to the relevant clinician as needed
- Triage calls, being the first point of contact, dealing sympathetically with people who may be bereaved, distressed or angry, using tact, persuasion and discretion. Assessing priorities.
- Demonstrate excellent organisational skills with the ability to work both independently and as part of a team, prioritising workload, cope with multi-tasks and work to deadlines
Working for our organisation
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 at interview stage.
- 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
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 III (or equivalent e.g. RSA III)
- Typing skills - OCR III (or equivalent e.g. RSA III)
- Evidence of continued professional development
Desirable criteria
- ECDL
- Qualification or appropriate training in Customer Service
Experience and Knowledge
Essential criteria
- Thorough knowledge of medical terminology
- Minimum 2 years secretarial/administrative experience
- Experience of working in a customer focused environment
- Experience of using a variety of IT applications, including Microsoft Office
Desirable criteria
- NHS Experience
Skills and Attributes
Essential criteria
- Ability to communicate with all levels and disciplines of staff, patients, carers and external agencies
- Ability to explain complex information to staff, patients and others as required
- Ability to manage and prioritise conflicting deadlines and pressures
- Proficient audio typist with the ability to accurately transcribe complex audio tapes and type complicated medical information whilst subject to frequent interruption
- Ability to exercise judgement and resolve problems
- Excellent organisational skills
Aptitude and Personal Qualities
Essential criteria
- Ability to cope with distressing and emotional situations with patients, relatives and staff
- High level of interpersonal skills, including sensitivity, diplomacy and empathy
- Ability to be flexible and to adapt to new demands
- Ability to get on well with members of a team
- Ability to work on own initiative and be pro active
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
- Stan Disbury
- Job title
- Service Manager
- Email address
- [email protected]
- Telephone number
- 01904721757
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