Medical Secretary

Transformationunitgm; Sheffield; On-site; GBP 24,000 - 26,000; Full time

Job summary

Join a dedicated team at a leading NHS Trust, providing essential administrative support within the Neurosurgery department. This role involves engaging with patients and healthcare professionals, ensuring accurate record-keeping, and facilitating smooth communication within the clinical team. You will thrive in a collaborative environment, where your contributions directly impact patient care and support the Trust's mission of delivering exceptional healthcare. If you are organized, detail-oriented, and passionate about making a difference in children's health, this opportunity is perfect for you.

Benefits

Excellent annual leave

Pension schemes

Health programmes

Exclusive discounts

Qualifications

• Experience in audio typing and medical secretarial tasks.
• Ability to manage patient records and correspondence accurately.

Responsibilities

• Provide administrative support to the clinical team.
• Manage patient records and correspondence efficiently.

Skills

Verbal Communication

Written Communication

Time Management

Attention to Detail

Customer Care

Education

4 GCSEs Grade C or above including English

RSA III Typing / Word Processing

NVQ2 in Business Administration

Tools

Microsoft Office

NHS Healthcare Software

Job description

Employer Sheffield Children's NHS Foundation Trust Employer type NHS Site Sheffield Children's NHS Foundation Trust Town Sheffield Salary £24,625 - £25,674 per annum pro rata Salary period Yearly Closing 09/05/2025 23:59

Medical Secretary

NHS AfC: Band 3

Job overview

We are looking for someone to join our Neurosurgery team within the Surgery and Critical Care Division at Sheffield Children’s.

You will deliver administrative support to the clinical team, serving as an important liaison between the Trust, patients, GPs, and healthcare professionals. Responsibilities include managing correspondence, updating patient records, coordinating investigations, booking appointments, preparing medical documents, and supporting meetings and training for new colleagues.

You will be comfortable engaging with others in verbal and written formats, understand patient confidentiality requirements, and be proficient in IT systems and office software.

If you are conscientious and committed to providing great administrative support, we would love to hear from you!

Main duties of the job

Reporting into the Service Coordinator, your responsibilities will include:

Provide efficient administrative support to the clinical team

Manage incoming mail and action on correspondence

Respond to enquiries from patients, GPs, consultants, and external bodies

Update patient records, ensuring accuracy

Type medical correspondence, clinic letters and medico-legal reports

Coordinate investigations and follow-up work for the clinical team, presenting results to clinical staff

Help with meetings, including minute-taking and providing administrative support

Help prepare medical documents such as discharge summaries and ensure appropriate documentation storage

Support inductions for new colleagues, allocate tasks to support staff, and arrange necessary resources like interpreters

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:

• Brilliant Place to work
• Leaders in Children’s Health

We work with local, regional, and national partners to provide physical and mental healthcare across acute and community settings. Many of our clinicians are amongst the best in their field, recognised nationally and internationally for their expertise.

As well as having enormous pride in what we do, we are a friendly, welcoming, and motivated NHS Trust who are guided by our CARE values: Compassion, Accountability, Respect, and Excellence. Our nearly 4000 colleagues live these values, ensuring kind and compassionate care that makes patients and their families feel safe and at home.

As we approach our 150th anniversary in 2026, we remain committed to enhancing our reputation in children’s health leadership, improving the experiences of both patient and colleagues, and focusing on our communities and population health.

Sheffield Children's provides great benefits to support your wellbeing, with excellent annual leave and pension schemes, health programmes, and exclusive discounts—helping you succeed 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.

Please note that Sheffield Children's uplift pay to meet the Real Living Wage, which is £12.60 per hour.

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
• 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
• Secretarial experience
• 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

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.

Name Helen Rimmington Job title Service Co-Ordinator Email address [e-mail] Telephone number 01143053725 Additional information

Sadie Wild
Floating Secretarial Team Leader
[e-mail]
07443 206273

Denise Scrimshaw
Secretarial Team Leader
[e-mail]
01142 717545