Medical Secretary

NHS; Sheffield; On-site; GBP 26,000 - 27,000; Full time

Benefits offered by this job

Annual leave benefits

Pension scheme

Staff support programs

Job summary

Sheffield Children’s NHS Foundation Trust is recruiting a Medical Secretary for the Trauma & Orthopaedics Department. The role provides administrative support to clinicians, handles correspondence, updates patient records, coordinates investigations and bookings, and supports meetings and inductions.

The successful candidate will be adept at IT systems, patient confidentiality, and effective communication with patients, GPs, and healthcare professionals.

Qualifications

• 4 GCSEs grade C or above including English.
• RSA III Typing / Word Processing or equivalent qualification or experience.
• NVQ2 in Business Administration or equivalent.

Responsibilities

• 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.

Skills

Verbal communication

Written communication

Time management

Teamwork

Confidentiality

Data protection

Analytical skills

Medical terminology

Education

GCSEs including English

RSA III Typing/Word Processing

NVQ2 in Business Administration

Tools

NHS software systems

Job description

Main area Trauma & Orthopaedic Department Grade NHS AfC: Band 3 Contract 12 months (Fixed term) Hours Full time - 37.5 hours per week (Monday - Friday) Job ref 425-26-8316823-A

Employer Sheffield Children’s NHS Foundation Trust Employer type NHS Site Sheffield Children’s NHS Foundation Trust Town Sheffield Salary £25,760 - £27,476 per annum Salary period Yearly Closing 15/11/2026 23:59

Medical Secretary

NHS AfC: Band 3

Job overview

Fixed Term 12 months | Full Time

An exciting opportunity has arisen to join the Trauma & Orthopaedics Department within the Surgery and Critical Care Group 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.

About You: 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.

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 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.

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.

******We strongly encourage all applicants to review their right to work eligibility before submitting an application to help avoid any disappointment during the recruitment process.

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.

#LI-Onsite

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 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

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.