CLAHS Coordinator

Nhs-1; Sheffield; On-site; GBP 26,000 - 27,000; Part time

Job summary

Sheffield Children 9s NHS Foundation Trust is seeking a part-time Administrative Support to join the Children Looked After Health Service team within Sheffield Children 9s Hospital. You will provide essential admin support to medical staff and clinical teams, liaising with the Trust, patients, GPs and other healthcare professionals.

The role requires flexibility, initiative and confidentiality. You will work in a supportive team, manage priorities, meet deadlines and maintain high standards of

Qualifications

• 4 GCSEs C or above including English
• NVQ Level 3 or equivalent
• Experience handling confidential material
• Experience in multi-disciplinary teams
• Experience with NHS software systems

Responsibilities

• Handle correspondence and post for the clinical team
• Answer inquiries from patients, GPs, hospitals and staff
• Book appointments, investigations, interpreters
• Maintain patient records (paper and electronic)
• Type medical letters and reports
• Provide secretarial support for meetings
• Ensure tasks meet SOPs and KPIs
• Support office induction and supplies management

Skills

Confidential data handling

Teamwork

Communication skills

Time management

Data protection

Education

GCSEs English

NVQ Level 3 / A-Levels

Tools

MS Office

NHS software

Job description

Main area CLAHS Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 30 hours per week (Further details regarding the working pattern will be confirmed at a later date) Job ref 425-26-8322786

Employer Sheffield Children's NHS Foundation Trust Employer type NHS Site Centenary House Town Sheffield Salary £25,760 - £27,476 per annum Salary period Yearly Closing 05/11/2026 23:59

NHS AfC: Band 3

Job overview

Permanent | Part-time

An exciting opportunity has arisen to join the Children Looked After Health Service team, part of the Sheffield Children’s Hospital, 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.

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.

Working for our organisation

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.

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.

Detailed job description and main responsibilities

For more information on the main responsibilities for this post, please refer to the job description and person specification.

This role has been assigned occupation code 4142 using the CASCOT coding tool. Under current Home Office guidance for further information on occupation codes, sponsorship eligibility and right-to-work requirements, please visit: Skilled Worker visa: Your Job – GOV.UK. Skilled Worker visa: eligible occupations and codes - GOV.UK

Diversity Statement

At Sheffield Children’s, we are committed to creating an inclusive environment that celebrates diversity and supports everyone’s 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 [e-mail] . Together, we’re building a workplace where everyone belongs.

Person specification

Qualifications

• 4 GCSEs Grace C or above including English
• NVQ Level 3, A-Levels or equivalent acquired through experience

Experience

• Experience of working with confidential material
• Experience of working in a multi-disciplinary team
• Experience of working with filing systems
• Experience of working with different computer software e.g. e-mail, internet
• Experience of scheduling / co-ordination of activities and / or resources
• Previous NHS experience
• Experience with NHS / Healthcare software systems

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
• Able to work as part of a team and under own initiative
• Strong analytical skills
• Ability to establish and maintain effective working relationships
• Good time management skills with the ability to work to prioritise work according to deadlines

Personal Attributes

• Adaptable to change
• Strong attention to detail and accuracy

Employer certification / accreditation badges

The postholder will have regular contact with vulnerable people and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.