• Job Description

  Req#: C9298-PATH-448?language=en&page=118&sort=publicationDateDesc

  Job summary

  An opportunity has arisen to join our Secretarial Team in the Yorkshire Regional Clinical Genetics Service based at Chapel Allerton Hospital, Leeds. This is a 6 month full time post (37.5 hours)

  Supported by the Senior Medical Secretaries, this enormously varied role includes many general admin duties

  The successful candidates will need to be able to work flexibly and have excellent communication skills as they will need to work closely with patients, consultants, other medical staff and the wider multi-disciplinary team throughout the Trust. A good telephone manner and IT skills are vital as well as confidentiality and discretion.

  Expected Shortlisting Date

  30/06/2025

  Planned Interview Date

  03/07/2025

  Main duties of the job

  The successful candidate will have the following duties:

  Process patient and/or other correspondence, documentation, letters, reports

  Check/enter patient and /or other details on the Patient Administration and other Systems

  To request and retrieve relevant information from the appropriate administration system

  Prepare documentation for processing, including inputting, photocopying or scanning.

  Maintain and update patient/departmental databases

  To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies in a polite and helpful manner, observing the need for discretion and courtesy.

  General office work and any other duties assigned by the Supervisor/Team Leader or Manager

  About us

  The Department of Clinical Genetics is based at Chapel Allerton Hospital with a satellite unit in Hull Royal Infirmary and is part of the Leeds Teaching Hospitals Trust. Our vision is based on The Leeds Way Values.

  We are a friendly and supportive team. We have embraced the recent national changes to genetic testing (whole genome sequencing) modernising our pathways, adapting how we deliver patient centred care and increasing our support to mainstream colleagues.

  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.

  Details

  Date posted

  29 May 2025

  Pay scheme

  Agenda for change

  Band

  Band 2

  Salary

  £24,169 a year

  Contract

  Fixed term

  Duration

  6 months

  Working pattern

  Full-time, Flexible working

  Reference number

  C9298-PATH-448

  Job locations

  Chapel Allerton Hospital

  Chapeltown Road

  Leeds

  LS7 4SA

  
  

  Job description

  Job responsibilities

  JOB PURPOSE

  This role provides a high standard of clerical service and, where necessary, reception duties to the department, adhering to departmental guidelines and policies.

  To undertake a range of clerical duties which include receiving and inputting of referrals, preparing medical case notes for clinic and booking of patient appointments. General administrative duties will also include reception cover of outpatient clinics and dealing with patient queries both over the phone and face to face.

  JOB DIMENSIONS

  The post holder will work within the department/team to which they are assigned, working within standard operating procedures, policies and agreed local procedures relevant to that Department. The role may be patient facing or non-patient facing.

  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

  Additionally the following are core values which relate specifically to this post:

  The jobholder will place a high value on the quality of service by ensuring that all documentation is received, checked and processed appropriately, in line with departmental procedures

  Respect the contribution of all members within the team/department and the importance of working together to ensure a high standard of patient care

  Recognise the importance of Data Protection and confidentiality

  Be aware of what information can be disclosed to staff, patients and other agencies

  Integrity, openness and honesty

  Able to work across both Trust main sites

  CORE BEHAVIOURS AND SKILLS

  Personal

  Motivated

  Professional attitude and behaviour

  Able to adapt to service led changes

  Flexible approach to working practices and duties

  Attention to detail

  Good Time Keeping

  Communication

  Literacy

  Numeracy

  Verbal, non-verbal

  Able to communicate with all levels of staff

  Responsibility to others

  Customer Care skills

  Reliable

  Adaptable

  Trustworthy

  CORE KNOWLEDGE AND UNDERSTANDING

  Excellent customer care skills

  Be aware of, and demonstrate commitment to the Trusts departmental policies and procedures

  Have understanding of Health and Safety rules and to be responsible for ones own acts and omissions

  PRINCIPAL DUTIES AND AREAS OF RESPONSIBILITY

  The postholder will undertake duties within the following range:

  1. To be fully conversant with and adhere to standard operating procedures, policies and agreed departmental procedures.

  2. To promptly process patient and/or other correspondence, documentation, letters, reports etc.

  3. To provide a full clerical support service to the Department including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing and distributing information by post or email; typing letters and other documents.

  4. To greet patients and visitors to the department, providing an efficient and courteous service, referring queries or concerns regarding patients and other visitors to the department to appropriate senior staff.

  5. To plan and book appointments in priority order in accordance with departmental policy in a timely and efficient manner and arrange transport/interpreting services where appropriate.

  6. Check/enter patient and /or other details on the Patient Administration and other Systems.

  7. To request and retrieve relevant information from the appropriate administration system (electronic or paper systems) as necessary including patient casenotes.

  8. Prepare documentation for processing, including inputting, photocopying or scanning.

  9. Check documentation is complete and available when needed in relevant clinic or ward eg casenotes, test results and X-Rays etc.

  10. Where necessary, to be responsible for handling and/or banking cash and cheques. May be authorised signatory for small cash/financial payments.

  11. Report and respond to any system faults and errors.

  12. Maintain and update patient/departmental databases, ensuring patient and other information is accurately recorded, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager.

  13. To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies in a polite and helpful manner, observing the need for discretion and courtesy. Taking responsibility for returning any follow up calls as necessary.

  14. Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality.

  15. Collect and deliver patient or other documentation/reports around Trust when required.

  16. Provide suitable cover for other clerical staff in cases of absences, as delegated by line manager.

  17. Assisting to maintain high standards of care, including:-

  - Maintain a safe working environment, reporting incidents, accidents, complaints

  - Understand the need to maintain and respect patient confidentiality

  - Participate in in-service training

  - Participate in mandatory training annually

  - Participate in annual performance appraisal

  18. Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.

  19. General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:-

  Monitor and maintain appropriate/agreed levels of stock and non-stock items, including stationery and office supplies

  maintain diaries for senior staff

  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 the Leeds Teaching Hospitals NHS Trusts 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 Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

  Equality and Diversity

  The jobholder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

  Training and Personal Development Continuous Professional Development

  The jobholder must take responsibility in agreement with his/her line manager for his/her own perusal 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.

  KEY RESULT AREAS

  The jobholder will provide and receive routine information to inform colleagues and clients, liaising with external bodies as required.

  Job description

  Job responsibilities

  JOB PURPOSE

  This role provides a high standard of clerical service and, where necessary, reception duties to the department, adhering to departmental guidelines and policies.

  To undertake a range of clerical duties which include receiving and inputting of referrals, preparing medical case notes for clinic and booking of patient appointments. General administrative duties will also include reception cover of outpatient clinics and dealing with patient queries both over the phone and face to face.

  JOB DIMENSIONS

  The post holder will work within the department/team to which they are assigned, working within standard operating procedures, policies and agreed local procedures relevant to that Department. The role may be patient facing or non-patient facing.

  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

  Additionally the following are core values which relate specifically to this post:

  The jobholder will place a high value on the quality of service by ensuring that all documentation is received, checked and processed appropriately, in line with departmental procedures

  Respect the contribution of all members within the team/department and the importance of working together to ensure a high standard of patient care

  Recognise the importance of Data Protection and confidentiality

  Be aware of what information can be disclosed to staff, patients and other agencies

  Integrity, openness and honesty

  Able to work across both Trust main sites

  CORE BEHAVIOURS AND SKILLS

  Personal

  Motivated

  Professional attitude and behaviour

  Able to adapt to service led changes

  Flexible approach to working practices and duties

  Attention to detail

  Good Time Keeping

  Communication

  Literacy

  Numeracy

  Verbal, non-verbal

  Able to communicate with all levels of staff

  Responsibility to others

  Customer Care skills

  Reliable

  Adaptable

  Trustworthy

  CORE KNOWLEDGE AND UNDERSTANDING

  Excellent customer care skills

  Be aware of, and demonstrate commitment to the Trusts departmental policies and procedures

  Have understanding of Health and Safety rules and to be responsible for ones own acts and omissions

  PRINCIPAL DUTIES AND AREAS OF RESPONSIBILITY

  The postholder will undertake duties within the following range:

  1. To be fully conversant with and adhere to standard operating procedures, policies and agreed departmental procedures.

  2. To promptly process patient and/or other correspondence, documentation, letters, reports etc.

  3. To provide a full clerical support service to the Department including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing and distributing information by post or email; typing letters and other documents.

  4. To greet patients and visitors to the department, providing an efficient and courteous service, referring queries or concerns regarding patients and other visitors to the department to appropriate senior staff.

  5. To plan and book appointments in priority order in accordance with departmental policy in a timely and efficient manner and arrange transport/interpreting services where appropriate.

  6. Check/enter patient and /or other details on the Patient Administration and other Systems.

  7. To request and retrieve relevant information from the appropriate administration system (electronic or paper systems) as necessary including patient casenotes.

  8. Prepare documentation for processing, including inputting, photocopying or scanning.

  9. Check documentation is complete and available when needed in relevant clinic or ward eg casenotes, test results and X-Rays etc.

  10. Where necessary, to be responsible for handling and/or banking cash and cheques. May be authorised signatory for small cash/financial payments.

  11. Report and respond to any system faults and errors.

  12. Maintain and update patient/departmental databases, ensuring patient and other information is accurately recorded, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager.

  13. To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies in a polite and helpful manner, observing the need for discretion and courtesy. Taking responsibility for returning any follow up calls as necessary.

  14. Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality.

  15. Collect and deliver patient or other documentation/reports around Trust when required.

  16. Provide suitable cover for other clerical staff in cases of absences, as delegated by line manager.

  17. Assisting to maintain high standards of care, including:-

  - Maintain a safe working environment, reporting incidents, accidents, complaints

  - Understand the need to maintain and respect patient confidentiality

  - Participate in in-service training

  - Participate in mandatory training annually

  - Participate in annual performance appraisal

  18. Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.

  19. General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:-

  Monitor and maintain appropriate/agreed levels of stock and non-stock items, including stationery and office supplies

  maintain diaries for senior staff

  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 the Leeds Teaching Hospitals NHS Trusts 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 Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

  Equality and Diversity

  The jobholder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

  Training and Personal Development Continuous Professional Development

  The jobholder must take responsibility in agreement with his/her line manager for his/her own perusal 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.

  KEY RESULT AREAS

  The jobholder will provide and receive routine information to inform colleagues and clients, liaising with external bodies as required.

  Person Specification

  Qualifications

  Essential

  • Educated to GCSE grade C standard or equivalent or the ability to pass the Trusts Basic Literacy and Numeracy Test

  Desirable

  • NVQ2 in Customer Care or equivalent

  Experience

  Essential

  • Previous experience in an office environment (includes work experience at school or college

  Desirable

  • ECDL or equivalent

  Other Criteria

  Essential

  • Commitment to undergo training as required
  • Insight into duties and responsibilities of post
  • Knowledge of clerical procedures and administrative systems pertaining to the department (acquired through on the job training)
  • Able to fulfil Occupational Health requirements for the post with reasonable adjustments as necessary

  Skills and Behaviours

  Essential

  • Competent keyboard skills to maintain a high quality, accurate and efficient service (keyboard/data entry)
  • Good interpersonal skills
  • Able to work on own initiative within agreed guidelines
  • Motivated, keen to learn
  • Reliable Trustworthy
  • Flexible approach to duties and working practices

  Desirable

  • Working knowledge of patient related databases

  Person Specification

  Qualifications

  Essential

  • Educated to GCSE grade C standard or equivalent or the ability to pass the Trusts Basic Literacy and Numeracy Test

  Desirable

  • NVQ2 in Customer Care or equivalent

  Experience

  Essential

  • Previous experience in an office environment (includes work experience at school or college

  Desirable

  • ECDL or equivalent

  Other Criteria

  Essential

  • Commitment to undergo training as required
  • Insight into duties and responsibilities of post
  • Knowledge of clerical procedures and administrative systems pertaining to the department (acquired through on the job training)
  • Able to fulfil Occupational Health requirements for the post with reasonable adjustments as necessary

  Skills and Behaviours

  Essential

  • Competent keyboard skills to maintain a high quality, accurate and efficient service (keyboard/data entry)
  • Good interpersonal skills
  • Able to work on own initiative within agreed guidelines
  • Motivated, keen to learn
  • Reliable Trustworthy
  • Flexible approach to duties and working practices

  Desirable

  • Working knowledge of patient related databases

  Employer details

  Employer name

  Leeds Teaching Hospitals

  Address

  Chapel Allerton Hospital

  Chapeltown Road

  Leeds

  LS7 4SA

  
  

  Employer's website

  https://www.leedsth.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Leeds Teaching Hospitals

  Address

  Chapel Allerton Hospital

  Chapeltown Road

  Leeds

  LS7 4SA

  
  

  Employer's website

  https://www.leedsth.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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