Employer Sheffield Teaching Hospitals NHS Foundation Trust Employer type NHS Site Jessop Wing Town Sheffield Salary £27,485 - £30,162 pa/pro rata for part time staff Salary period Yearly Closing 16/11/2025 23:59 Interview date 25/11/2025
Medical Secretary
NHS AfC: Band 4
We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes, health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.
Job overview
This is an exciting opportunity to work within the Obstetrics, Gynaecology and Neonatology (OGN) Team working within our Colposcopy and Fast Track Service.
We are looking for an enthusiastic individual to join our team of Medical Secretaries to actively support the provision of an efficient, high quality and comprehensive secretarial and administrative service to a team of consultants to aid their direct clinical care and their wider non-clinical duties.
The successful candidate will have a methodical approach to work, be extremely well organised and have a flexible attitude incorporating the Trust PROUD values. With a clear understanding of patient confidentiality as well as a background in an administrative setting this post would ideally suit an individual wanting to further their experience in a secretarial background. Previous experience would be advantageous. Effective computer skills are essential and experience of using a hospital computer system would also be desirable.
Additionally the post holder will need to have a detailed understanding of the national cancer and 18 week Referral to Treatment targets as this will be a primary responsibility of the post holder in ensuring patients receive their treatment in line with the these targets.
This vacancy is advertised as a full time permanent role.
Main duties of the job
To work closely with the medical secretary team to ensure a seamless level of support to all medical and nursing staff within your area of responsibility in line with existing and changing requirements.
To support a team of Gynaecology Consultants and the department by undertaking a comprehensive secretarial and administrative service.
To be the first point of contact for patients, relatives, carers, GPs, consultants (internal and external), medical staff, community and nursing staff, administrative staff, other health related bodies such as HFEA, Local CCG’s, (in accordance with Trust guidelines), using judgement to establish the validity and priority of the contact.
To type patient correspondence and accurately maintain records of patient correspondence.
To maintain an effective investigation tracking system to actively ensure that all outstanding tests are followed up. On receipt of abnormal results, ensure that they are communicated to the relevant person and follow up is arranged.
To ensure that patients are managed through their care pathways quickly and efficiently by chasing results and ensuring that outpatient appointments are booked in a timely manner.
The post holder will ensure workload is managed in a timely and accurate manner, with meticulous attention to detail with escalation of any capacity or target issues.
Working for our organisation
You will be working for an organisation which values and respects all its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
The Jessop Wing opened in 2001 and is a purpose-built maternity unit where approximately 5,700 babies are born every year.
In addition to a 22-bed labour ward, there are three postnatal wards and one antenatal ward, an admission Triage area, and a High Dependency Unit. One of the postnatal wards specialises in caring for women who have had a caesarean section. In addition, the Jessop Wing Community Midwifery Service attend approximately 200 homebirths per year.
The Jessop Wing also provides neonatal intensive care and special care for sick and premature babies born in Sheffield and those transferred from other units who require this expertise.
The Jessop Wing also provides neonatal intensive care and special care for sick and premature babies born in Sheffield and those transferred from other units who require this expertise.
On the ground floor of the Jessop Wing is the Antenatal Clinic and Gynaecology Outpatient Clinic. The Gynaecology Service also includes two wards on G Floor of the Royal Hallamshire Hospital. The Jessop Wing also has an Assisted Conception Unit for women who require this specialist treatment.
Detailed job description and main responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person specification
Educationa and Qualifications
* Educated to GCSE with English Language (grade C/4 or above) or equivalent experience
* OCR/RSA Stage III typewriting/word processing qualification or equivalent experience
* ECDL or equivalent
* NVQ Level 3 Administration or Customer Care/IT or equivalent qualification or demonstrable experience
Experience
* Previous medical secretarial experience.
* Experience of providing phone-based customer to the public.
* Experience of Patient Administration Systems.
* Understanding of national cancer targets and the 18-week Referral to Treatment Target.
* Excellent computer skills including standard office packages and e-mail.
* Experience of supporting and training new staff during their induction.
* Experience of working effectively with colleagues from a range of disciplines and levels of seniority
* Experience of exercising initiative and demonstrating innovative approaches within overall delegated responsibility and parameters
* Determination and resilience in meeting objectives and deadlines.
* Experience of maintaining a fast pace of work
* Experience of working and building effective working relationships with medical, clinical and administrative
* Experience of the Lorenzo or using Electronic Patient Record Systems.
* Good communication skills (written and verbal)
* Good organisational skills with a methodical and flexible approach
* Effective team-working skills
* Proactivity
* Ability to prioritise own workload and that of staff below to meet department targets
* Medical Terminology
* Ability to work under limited supervision
* Ability to work in a busy and fast paced department.
* Able to keep calm when dealing with high pressured situations
* Flexible to meet the needs of the service.
Further Training
* A willingness to undertake training as required to deliver the duties of the post
Other Factors
* Understanding of issues surrounding patient confidentiality
Please note that in order to comply with the UK Government’s rules on Skilled Worker sponsorship, any applicants who do not meet the eligibility requirements or concessions on salary thresholds under the Skilled Worker visa will not be eligible to receive sponsorship from the Trust. Please keep this in mind when submitting your application. Further details on these concessions, and who qualifies for them, can be found here .
Candidates are advised to read the attached guidance on using AI technology. W hen you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.
When selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.
You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. All communications should be sent via your Trac system account.
If you are offered employment at Sheffield Teaching Hospitals your information will be transferred from the Trac recruitment system into the national NHS Electronic Staff Records system. In addition, in submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
Please note, all communication regarding your application will be made via email sent via the Trac recruitment system, please ensure you check your junk/spam folders as emails are sometimes filtered there.
The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.
Job Share applicants are welcome for all full time posts unless indicated but cannot be guaranteed. In addition for Fixed Term Contracts, internal secondments may be considered, please seek the approval of your current line manager before applying for the position.
All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken.
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