Medical Secretary

Job Summary37.5 Hours per weekHi, thanks for your interest in this job vacancy.We are looking for a warm, organised, and proactive Medical Secretary to join our North Kirklees Older Peoples Service, working from our welcoming communal admin hub.Location: Beckside Court, BatleyHours: Monday to Friday 9.00am 5.00pmSalary: Band 3Meet The Team:You will be joining a supportive and approachable admin team who work closely together to keep things running smoothly for our clinicians and the people we support. We pride ourselves on our friendly atmosphere, where everyone's ideas are valued and there is always someone to lend a hand or share a laugh. You'll be working alongside experienced colleagues who are passionate about making a positive difference for older people in North Kirklees.All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients.At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements)set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately we are unable to sponsor anyone on a visa for this role at this moment in time.Main duties of the jobAbout the Role: This is a great opportunity to be part of a service that makes a real difference to older people in our community. You will be supporting our clinical teams with essential secretarial and administrative tasks, helping everything run smoothly behind the scenes.Your Day-to-day Will Include:Managing correspondence, reports, and medical recordsHandling calls and emails from patients, families, and professionalsCoordinating appointments, clinics, and meetingsBeing a key part of our friendly admin hub team.About You: We are looking for someone who:Has experience as a medical secretary or in a similar admin role (NHS experience is a bonus!)Is confident using Microsoft Office and patient record systems like SystmOne.Communicates clearly and works well with othersIs organised, reliable, and has a caring approachWhat You Will Get:A supportive team environment in our communal hubOpportunities for training and developmentThe chance to contribute to a service that really mattersInterested? We would love to hear from you!For more information or an informal chat, please contact Sheridan Wood-Ives, Locality Resource Manager; 07827 308510Thanks again for reading we hope to welcome you to the team soon!About UsWe are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families and carers.We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.Being a foundation Trust means were accountable to our members, who can have a say in how were run. Around 14,300 local people (including staff) are members of our Trust.Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all colleagues and volunteers to share this commitment.We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.DetailsDate posted07 November 2025Pay schemeAgenda for changeBandBand 3Salary£24,937 to £26,598 a yearContractPermanentWorking patternFull-time, Flexible workingReference numberC9378-CK2317AJob locationsBeckside Court286 Bradford RoadWakefieldWF17 5PWJob DescriptionJob responsibilitiesJOB SUMMARYFor full job description, please see attached supporting documents.Service user contact referred to in this Job description will only apply when working within a clinical area.The Post-holder Will:Under the supervision / direction of the Line Manager/Admin Supervisor, seeking support as and when necessary, provide a comprehensive, confidential, Secretarial/administrative service to clinical / support services, in an efficient and confidential manner.Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.May work within clinical environments where conflict resolution may be required.Act as principal point of contact for users of the service eg, individuals from within/outside the Trust, service users and members of the public etc.work flexibly to meet the needs of the service.Develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.Work with sensitivity and have a good understanding of the service provision and issues experienced by its users.Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Line Manager.Work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.Ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.The Post-holder Will:Under the supervision / direction of the Line Manager/Admin Supervisor, seeking support as and when necessary, provide a comprehensive, confidential, Secretarial/administrative service to clinical / support services, in an efficient and confidential manner.Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.May work within clinical environments where conflict resolution may be required.Act as principal point of contact for users of the service eg, individuals from within/outside the Trust, service users and members of the public etc.work flexibly to meet the needs of the service.Develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.Work with sensitivity and have a good understanding of the service provision and issues experienced by its users.Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Line Manager.Work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.Ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.Person SpecificationSpecial Knowledge & SkillsEssentialGood written communication skills, with the ability to deal with and prepare routine written correspondence.Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.In decision-making and prioritisation.Knowledge of Data Protection Act.Customer care skills.Good interpersonal skills.Diversity/Cultural understanding.Resilience to pressure and exposure to emotional, distressing situations.Non-judgemental, empathetic manner.Able to use observation skills to identify potential risks and act appropriately.Demonstrates Trust Values.Able to fulfil the requirements of the Trusts value based induction.DesirableKnowledge of information governance.Problem solving skills.Physical AttributesEssentialA satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).ExperienceEssentialRecent Secretarial/administrative experience.Copy /audio typing if applicable to role.Note/minute taking.In using email, maintaining and updating paper and electronic diaries, arranging meetings.In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.In working as an effective team member with minimum supervision.In working in a busy environment with competing demands.Understanding of the need to maintain strict confidentiality.In using a degree of initiative.In organising and prioritising own tasks in order to meet deadlines.DesirableIn working in a caring environment.In dealing with the public.Of NHS software programme.Leadership skills.Customer Care skills.Excellent IT skills.Personal AttributesEssentialAbility to be flexible to meet the demands of the post.Responsive attitude and approach.Dress appropriately for the environment.Ability to travel around the Trust as appropriate to role.QualificationsEssentialMust be appropriate to the role:NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).Or, be able to demonstrate competency at level 3.DesirableWillingness to undertake further study/development.TrainingEssentialMust be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.Must be willing/able to undergo job development and training and maintain skills.Person SpecificationSpecial Knowledge & SkillsEssentialGood written communication skills, with the ability to deal with and prepare routine written correspondence.Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.In decision-making and prioritisation.Knowledge of Data Protection Act.Customer care skills.Good interpersonal skills.Diversity/Cultural understanding.Resilience to pressure and exposure to emotional, distressing situations.Non-judgemental, empathetic manner.Able to use observation skills to identify potential risks and act appropriately.Demonstrates Trust Values.Able to fulfil the requirements of the Trusts value based induction.DesirableKnowledge of information governance.Problem solving skills.Physical AttributesEssentialA satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).EssentialRecent Secretarial/administrative experience.Copy /audio typing if applicable to role.Note/minute taking.In using email, maintaining and updating paper and electronic diaries, arranging meetings.In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc.In working as an effective team member with minimum supervision.In working in a busy environment with competing demands.Understanding of the need to maintain strict confidentiality.In using a degree of initiative.In organising and prioritising own tasks in order to meet deadlines.DesirableIn working in a caring environment.In dealing with the public.Of NHS software programme.Leadership skills.Customer Care skills.Excellent IT skills.Personal AttributesEssentialAbility to be flexible to meet the demands of the post.Responsive attitude and approach.Dress appropriately for the environment.Ability to travel around the Trust as appropriate to role.EssentialMust be appropriate to the role:NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).Or, be able to demonstrate competency at level 3.DesirableWillingness to undertake further study/development.TrainingEssentialMust be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.Must be willing/able to undergo job development and training and maintain skills.Disclosure and Barring Service CheckThis post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.Employer detailsEmployer nameSouth West Yorkshire Partnership NHS TrustAddressBeckside Court286 Bradford RoadWakefieldWF17 5PWEmployer's websitehttps://www.southwestyorkshire.nhs.uk (Opens in a new tab)Employer detailsEmployer nameSouth West Yorkshire Partnership NHS TrustAddressBeckside Court286 Bradford RoadWakefieldWF17 5PWEmployer's websitehttps://www.southwestyorkshire.nhs.uk (Opens in a new tab)