Sheffield Children’s NHS Foundation Trust
Medical Secretary
The closing date is 19 June 2025
An exciting opportunity has arisen to join the Community Paediatrics Administration Team at Sheffield Children's, where you'll provide essential admin support to medical staff and clinical teams, liaising between the Trust, patients, GPs, and other healthcare professionals.
You will work in a supportive team, prioritising tasks, meeting deadlines, and maintaining our standards of service. We are looking for flexibility, initiative, and a commitment to confidentiality.
If you share our values and are passionate about making a positive difference, we'd love you to apply!
Main duties of the job
Reporting into the Service Coordinator, your responsibilities will include:
Collect and action post for the clinical team, using initiative when needed.
Handle enquiries from patients, GPs, hospitals, and staff by phone, email, and in person.
Ensure tasks meet standard operating procedures and KPIs
Arrange investigations, follow-up work, and ensure results are filed in patient records.
Maintain patient records, both paper and electronic.
Type medical correspondence, including clinic letters and reports.
Book appointments, reviews, investigations, and interpreters.
Keep statistical records for audits and file correspondence in patient records.
Provide secretarial support for meetings, including scheduling, minute-taking, and preparing materials.
Prepare discharge summaries and inform patients and clinicians of outcomes.
Follow the Trust's 18-week RTT process and book necessary reviews and interpreters.
Perform general administration tasks, support staff induction and training, and manage office supplies and equipment repairs.
About us
At Sheffield Children's, our purpose is clear: to provide healthier futures for children and young people. Our three strategic aims are Outstanding Patient Care, Brilliant Place to Work, and Leaders in Children's Health.
We work with partners across local, regional, and national levels to deliver physical and mental healthcare in both acute and community settings. Many of our clinicians are nationally and internationally recognised for their expertise.
We're proud that 73% of colleagues would recommend Sheffield Children's as a place to work, placing us among the top five NHS trusts in England -- and the top-ranked trust in the North East and Yorkshire -- in the latest NHS Staff Survey.
Our nearly 4,000 colleagues bring our CARE values -- Compassion, Accountability, Respect, and Excellence -- to life every day, creating a kind, welcoming environment where patients and families feel safe and supported.
As we approach our 150th anniversary in 2026, we're excited to keep building our leadership in children's health, improve experiences for patients and staff, and focus on our communities and population health.
We also offer excellent benefits to support your wellbeing, with generous annual leave and pension schemes, health and wellbeing programmes, and exclusive discounts -- helping you thrive at work and beyond.
Job responsibilities
For more information on the main responsibilities for this post, please refer to the job description and person specification.
Please note that Sheffield Children's uplift pay to meet the Real Living Wage, which is £12.60 per hour.
Diversity Statement
At Sheffield Childrens, we are committed to creating an inclusive environment that celebrates diversity and supports everyones success. We prioritise Equality, Diversity, and Inclusion in our recruitment practices, creating a welcoming space for people of all backgrounds, including ethnic minorities, individuals with disabilities, and LGBTQ+ members.
Recognising that inclusivity is an ongoing effort, we review our processes and welcome feedback to enhance our practices. A diverse team strengthens our organisation and the quality of care we deliver. For ideas on how we can improve, please contact our Recruitment Manager at scn-tr.recruitment.team@nhs.net. Together, were building a workplace where everyone belongs.
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Person Specification
Qualifications
* 4 GCSEs Grace C or above including English
* RSA III Typing / Word Processing or equivalent qualification or experience
* NVQ2 in Business Administration or equivalent
Experience
* Audio Typing experience
* Experience of working in a multi-disciplinary team
* Experience of working with filing systems
* Experience of good customer or patient care
* Experience of working with difference computer software eg email, internet
* Experience of scheduling /co-ordination of activities and / or resources
* Medical Secretarial experience
* Previous NHS experience
* Experience with NHS / Healthcare software systems
* Experience of working with confidential material
Knowledge and Skills
* Understanding and knowledge of Caldicott and Data Protection Act
* Good verbal and written communication skills with team / clients / relatives using tact when required
* Ability to deal with conflict
* Good time management skills with the ability to work to prioritise work according to deadlines
* Ability to engage with and motivate others
* high standard of accuracy
* Able to work as part of a team and under own initiative
* Strong analytical skills
* Ability to establish and maintain effective working relationships
* Knowledge of medical terminology
* Understanding of the 18 week Referral to Treatment (RTT) process
Personal Attributes
* Adaptable to change
* Attention to detail and accuracy
Disclosure and Barring Service Check
This 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.
Sheffield Children’s NHS Foundation Trust
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