Medical Secretary Team Leader

You will provide direct, proactive support to Community Paediatric Consultants, effectively managing complex diaries and ensuring the efficient scheduling of clinics, appointments, and multidisciplinary meetings across ASD and ADHD pathways.

In addition to supporting clinicians, you will lead a team of support secretaries and administrative staff, providing day-to-day management, guidance, and oversight to ensure a high-quality administrative service is maintained.

The role also includes responsibility for the operational oversight of the building, including the coordination of room bookings and clinic space utilisation, ensuring facilities are used efficiently to support service delivery.

You will play a key role in facilitating effective communication between clinical teams, patients, families, and stakeholders, working collaboratively with the wider Community Paediatric Service Leadership Team to ensure smooth and effective service operations.

Further details are available in the job description.

You will provide direct, proactive support to Community Paediatric Consultants, effectively managing complex diaries and ensuring the efficient scheduling of clinics, appointments, and multidisciplinary meetings across ASD and ADHD pathways.

Organise meetings as required, to include preparation of agendas and minute taking, co-ordinating follow up action as required to ensure that decisions / recommendations are implemented. Attend meetings in order to take minutes and produce / distribute documentation as required. Where needed, ensuring that an appropriate room has been arranged.

Accurate production of letters and other correspondence via TPRO/Accurx for our dedicated consultants and clinical teams . a

Taking responsibility as a T-PRO/Accurx super user within Community services and supporting Acute if required.

To provide direct support to the Business Support Manger, Senior Service Manager & Deputy Service within Community services escalating and reporting when necessary.

Responsible for ensuring Health Rosters are completed and correctly inputted for authorisation at month end. Chase any missing shifts or anomalies with staff

Complete and submit corporate workforce Healthroster Amendment forms after lockdown

Responsible for calculating annual leave allowance for your cohort of staff and submitting to E-roster team prior to new financial year

To represent the Community Paediatric Services, responding to external and internal telephone queries from staff, patients and others and referring to appropriate person.

The role also includes responsibility for the operational oversight of the building, including the coordination of room bookings and clinic space utilisation, ensuring facilities are used efficiently to support service delivery. Chase progress on all issues with appropriate staff on behalf of the Paediatric Services ensuring deadlines are met, such as clinical outcomes, clinical correspondence

Take responsibility for the day to day supervision of the administration team. Co-ordinate leave request within the Community Paediatric administration teams ensuring staffing numbers for service delivery are adhered to. Check and authorise timesheets on E-roster. Record sickness episodes on E-rosters. Undertake return to Welcome Back Meetings following sickness period. Arranging 1:1's and conducting appraisals within the Acute admin team ensuring appraisals are completed within the appropriate time scales. Assist in the recruitment of new staff within the Division.

Training of new starters to the team ensuring each new starter has a training matrix in place

Liaise directly with the Children's Outpatients Booking Supervisor ensuring clinics are fully maximised

Provide any ad hoc support within the Division support accordingly.

We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.

Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.

You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.

You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.

Essential: - Educated to GCSE level (Grade C/4 or above) in English and Maths; - Microsoft Office 365; - NVQ Level 3 in Business Administration (or equivalent experience); - Ability to lead, motivate, and support a team

Desirable: - Core People Management Skills; - ILM 3; - Typing or equivalent keyboard experience 50 WPM; - Experience of monitoring turnaround times (e.g. clinic letters, referrals) and addressing backlogs

Essential: - Knowledge of NHS Policies and national targets including 18 week targets; - Experience of working in a busy environment and ability to change priorities to meet deadlines, effective delegation skills; - Evidence of introducing service developments and innovation; - Advanced knowledge of medical terminology; - Working knowledge of Trusts current IT systems Flex, TPro, Accurx; - Experience and competent minute taking.; - Significant experience working in an administrative/medical secretarial role; - Experience of dealing with confidential and sensitive information; - Experience of working with high-volume workloads in a busy environment

Desirable: - Experience of staff management & supervision