Medical Secretary

NHS; Sheffield; Hybrid; GBP 23,000 - 25,000; Full time

Job summary

A leading organization in healthcare is seeking a Medical Secretary to provide vital administrative support across multiple practices in Sheffield. The role entails producing correspondence, managing patient information, and supporting clinical teams, with a commitment to high-quality patient care and service improvement.

Qualifications

• Prior experience in administrative services, NHS preferred.
• Good typing and data input skills required.
• Ability to manage office systems effectively.

Responsibilities

• Provide comprehensive medical secretarial support to GP practices.
• Produce high-quality and accurate correspondence.
• Handle telephone calls, resolve enquiries, and maintain confidentiality.

Skills

Organisational Skills

Communication Skills

Interpersonal Skills

Confidentiality

Flexibility

Education

RSA/OCR II Typing/Text Processing or equivalent

Good level of general education including GCSE maths and English or equivalent

Job description

Job summary

Medical Secretary

You will be working between 2 sites across Darnall Primary Care Centre & Highgate Surgery. The days and time will be available to discuss at interview.

This is either for x1 full time role or can be x2 part time positions for the right candidates.

Interview dates: 5th & 6th August 2025

We are looking for a reliable, enthusiastic, and meticulous person to work within our friendly, forward thinking Secretarial team.

We would like to meet someone with experience working within a secretarial/administrative team either in General Practice or a Hospital setting but this is not essential. What is important is your ability to learn and motivation to provide an excellent service to our patients.

Main duties of the job

As a secretary you will work as part of a supportive team, to provide comprehensive medical secretarial and administrative support to Primary Care Sheffield GP Practices clinical, management and administrative teams. Producing high quality and accurate correspondence within required timescales and perform general administrative tasks for the different surgeries.

About us

Primary Care Sheffield (PCS) is a GP-led organisation. Our shareholders are 75 GP practices in Sheffield covering around 600,000 patients. As well as providing a unified voice for general practice in the city, we play an active role both within our Accountable Care Partnership (ACP) and the wider South Yorkshire and Bassetlaw Integrated Care

System (ICS) You will play a key role in ensuring we embed high standards of patient care and ensure the services we provide is of high quality.

Details Date posted

07 July 2025

Pay scheme

Other

Salary

£23,874.98 to £24,671.79 a year Per annum pro rata

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

A3466-25-0049

Job locations

Primary Care Sheffield Ltd

28 Kenwood Park Road

Sheffield

S7 1NF

Darnall Primary Care Centre

290 Main Road

Sheffield

S9 4QH

Highgate Clinic

Highgate

Sheffield

S9 1WN

Job description Job responsibilities

Job Title: Medical Secretary /Administrator

Accountable to: Patient Liaison Lead

Job Purpose

To provide comprehensive, high quality medical secretarial and administrative support to City and Primary Care Sheffield GP Practices management, clinical and administrative teams.

General Requirements

When required act flexibly within your role, which may include extended working days and working at alternate sites. This will be in consultation with your line manager in line with PCS policies.

The post holder will be managed by the Support Manager but will be expected to act independently exercising sound judgement to support others in the team.

The post holder will act autonomously up to the level of seniority of role, seeking advice when necessary.

The post holder will have regular 1:1s with line mangers to support ongoing

development and review performance.

Principal Duties

To provide a full confidential secretarial service to the clinical and management/admin teams, using both audio/copy typing. To include medical referral typing, including the production of high quality, accurate and timely correspondence, letters and reports.

To receive, screen and make telephone calls, including dealing with general enquiries from outside sources, resolving enquiries when possible, taking messages or redirecting calls as appropriate and ensuring that adequate and timely action is taken.

Use of appropriate referral software, digital dictation system, report redaction and preparation of medical report software.

Support Clinical meetings by minute taking and sharing appropriately.

Monitor and action group shared emails accounts as well as own work email account.

Manage ERS and CASES workload lists.

Understand and maintain confidentiality at all times.

Process, record and follow up all patient information and ensure accurate recording of patient demographics, including actions required in relation to new baby registrations.

Process and follow up external requests for medical reports/opinion. Record information electronically, using medical templates for insurance, solicitors and government forms on the appropriate databases and record payments received.

Act upon and process requests from patients requesting processing of applications e.g. passports and HGV applications.

Process and acknowledge receipt of monies from patients when necessary.

To acquire and develop new skills as and when required ensuring consistency when dealing with and updating practices and procedures.

To be responsible for continuing personal development in line with PCS policies.

Support PCS secretarial practice group by providing administrative/secretarial cover in the absence of colleagues, to ensure an effective administrative service is maintained.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly.

Service Development

Assist in development of practice policies and procedures.

The post holder should be comfortable in the use of computer technology, have basic keyboard skills and have the ability to use email.

All employees are expected to observe the following:

Equal Opportunities and Dignity at work Statement of Intent

Primary Care Sheffield is a major employer and provider of services. We are committed to building a workforce which reflects the diversity of and meets the needs of the local community.

We oppose all forms of discrimination on legal and moral grounds, and recognise that discrimination creates barriers to achieving equality for everyone.

Primary Care Sheffield is committed to making equality of opportunity and fair treatment a reality whereby an individual can seek, obtain and continue employment without unfair discrimination.

As an equal opportunities employer, we will ensure that all job applicants and employees receive fair and equal treatment and will not be disadvantaged by unjustified conditions or requirements.

Primary Care Sheffield Equal Opportunities and Dignity at Work Policy underpins our commitment to achieve equality and fairness at work and to ensure that individuals or groups are not unfairly discriminated against.

Safeguarding Children and Adults

The Trust is committed to safeguarding and promoting the welfare of children, young people (anyone under the age of 18) and adults. It expects all staff, volunteers and contracted staff to share this commitment and act in such a way that safeguards and promotes the health and wellbeing of children, young people and adults.

Staff must ensure that they are familiar with the signs and symptoms of abuse and know what to do if any such concerns are raised.

Staff are expected to know about and follow Primary Care Sheffield safeguarding children and safeguarding adult policies which can be found on the intranet and participate in related mandatory/statutory training.

Risk Management

Staff should be aware of the principles of risk management and adopt appropriate practice to reduce the risk to themselves and others. In particular, staff should observe Primary Care Sheffield Risk Management Strategy, Risk, Incident & Serious Incident reporting and management policies, Health & Safety regulations and the risk management training requirements for all staff.

Infection Prevention & Control

Staff are expected to comply with Primary Care Sheffields Infection Prevention & Control policies and conduct themselves in such a manner as to minimise the risk of causing healthcare associated infections.

Health & Safety

The post holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Health & Safety Policy, reporting any risks identified.

Job description Job responsibilities

Job Title: Medical Secretary /Administrator

Accountable to: Patient Liaison Lead

Job Purpose

To provide comprehensive, high quality medical secretarial and administrative support to City and Primary Care Sheffield GP Practices management, clinical and administrative teams.

General Requirements

When required act flexibly within your role, which may include extended working days and working at alternate sites. This will be in consultation with your line manager in line with PCS policies.

The post holder will be managed by the Support Manager but will be expected to act independently exercising sound judgement to support others in the team.

The post holder will act autonomously up to the level of seniority of role, seeking advice when necessary.

The post holder will have regular 1:1s with line mangers to support ongoing

development and review performance.

Principal Duties

To provide a full confidential secretarial service to the clinical and management/admin teams, using both audio/copy typing. To include medical referral typing, including the production of high quality, accurate and timely correspondence, letters and reports.

To receive, screen and make telephone calls, including dealing with general enquiries from outside sources, resolving enquiries when possible, taking messages or redirecting calls as appropriate and ensuring that adequate and timely action is taken.

Use of appropriate referral software, digital dictation system, report redaction and preparation of medical report software.

Support Clinical meetings by minute taking and sharing appropriately.

Monitor and action group shared emails accounts as well as own work email account.

Manage ERS and CASES workload lists.

Understand and maintain confidentiality at all times.

Process, record and follow up all patient information and ensure accurate recording of patient demographics, including actions required in relation to new baby registrations.

Process and follow up external requests for medical reports/opinion. Record information electronically, using medical templates for insurance, solicitors and government forms on the appropriate databases and record payments received.

Act upon and process requests from patients requesting processing of applications e.g. passports and HGV applications.

Process and acknowledge receipt of monies from patients when necessary.

To acquire and develop new skills as and when required ensuring consistency when dealing with and updating practices and procedures.

To be responsible for continuing personal development in line with PCS policies.

Support PCS secretarial practice group by providing administrative/secretarial cover in the absence of colleagues, to ensure an effective administrative service is maintained.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly.

Service Development

Assist in development of practice policies and procedures.

The post holder should be comfortable in the use of computer technology, have basic keyboard skills and have the ability to use email.

All employees are expected to observe the following:

Equal Opportunities and Dignity at work Statement of Intent

Primary Care Sheffield is a major employer and provider of services. We are committed to building a workforce which reflects the diversity of and meets the needs of the local community.

We oppose all forms of discrimination on legal and moral grounds, and recognise that discrimination creates barriers to achieving equality for everyone.

Primary Care Sheffield is committed to making equality of opportunity and fair treatment a reality whereby an individual can seek, obtain and continue employment without unfair discrimination.

As an equal opportunities employer, we will ensure that all job applicants and employees receive fair and equal treatment and will not be disadvantaged by unjustified conditions or requirements.

Primary Care Sheffield Equal Opportunities and Dignity at Work Policy underpins our commitment to achieve equality and fairness at work and to ensure that individuals or groups are not unfairly discriminated against.

Safeguarding Children and Adults

The Trust is committed to safeguarding and promoting the welfare of children, young people (anyone under the age of 18) and adults. It expects all staff, volunteers and contracted staff to share this commitment and act in such a way that safeguards and promotes the health and wellbeing of children, young people and adults.

Staff must ensure that they are familiar with the signs and symptoms of abuse and know what to do if any such concerns are raised.

Staff are expected to know about and follow Primary Care Sheffield safeguarding children and safeguarding adult policies which can be found on the intranet and participate in related mandatory/statutory training.

Risk Management

Staff should be aware of the principles of risk management and adopt appropriate practice to reduce the risk to themselves and others. In particular, staff should observe Primary Care Sheffield Risk Management Strategy, Risk, Incident & Serious Incident reporting and management policies, Health & Safety regulations and the risk management training requirements for all staff.

Infection Prevention & Control

Staff are expected to comply with Primary Care Sheffields Infection Prevention & Control policies and conduct themselves in such a manner as to minimise the risk of causing healthcare associated infections.

Health & Safety

The post holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Health & Safety Policy, reporting any risks identified.

Person Specification Experience Essential

• Knowledge and experience of managing office systems
• Relevant experience within an administrative service/department
• Minute taking
• Practical application of Administration Systems

Desirable

• Previous NHS experience
• Experience of Audio Typing

Qualifications Essential

• RSA/OCR II Typing/Text Processing or equivalent
• Good level of general education including GCSE maths and English or equivalent

Desirable

• ECDL
• NVQs

Knowledge and Skills Essential

• Knowledge of office procedures
• Excellent organisational skills
• Good standard of literacy
• Good communication skills
• Excellent interpersonal skills with the ability to communicate with senior colleagues
• Excellent data input/word-processing skills
• Able to plan & prioritise workload and ensure follow up action is completed
• Able to deliver work with a high degree of accuracy and within agreed timescales
• Ability to work well with others
• Ability to work within set boundaries and organisational policies and procedures

Desirable

• Clinical System Use (SystmOne)
• Use of administrative systems
• Ability to develop and maintain networking associations with a broad range of people
• A good understanding of structure and function of service

Other Essential

• Able to work under pressure in a changing environment
• Flexible and enthusiastic
• Takes pride in their work to promote a professional service
• Works as part of a team and is sensitive to the needs of service users
• Able to contribute and work within practice guidelines
• High level of confidentiality
• Willingness to undertake training and personal development in line with the demands of the post

Person Specification Experience Essential

• Knowledge and experience of managing office systems
• Relevant experience within an administrative service/department
• Minute taking
• Practical application of Administration Systems

Desirable

• Previous NHS experience
• Experience of Audio Typing

Qualifications Essential

• RSA/OCR II Typing/Text Processing or equivalent
• Good level of general education including GCSE maths and English or equivalent

Desirable

• ECDL
• NVQs

Knowledge and Skills Essential

• Knowledge of office procedures
• Excellent organisational skills
• Good standard of literacy
• Good communication skills
• Excellent interpersonal skills with the ability to communicate with senior colleagues
• Excellent data input/word-processing skills
• Able to plan & prioritise workload and ensure follow up action is completed
• Able to deliver work with a high degree of accuracy and within agreed timescales
• Ability to work well with others
• Ability to work within set boundaries and organisational policies and procedures

Desirable

• Clinical System Use (SystmOne)
• Use of administrative systems
• Ability to develop and maintain networking associations with a broad range of people
• A good understanding of structure and function of service

Other Essential

• Able to work under pressure in a changing environment
• Flexible and enthusiastic
• Takes pride in their work to promote a professional service
• Works as part of a team and is sensitive to the needs of service users
• Able to contribute and work within practice guidelines
• High level of confidentiality
• Willingness to undertake training and personal development in line with the demands of the post

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Additional information 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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details Employer name

Primary Care Sheffield

Address

Primary Care Sheffield Ltd

28 Kenwood Park Road

Sheffield

S7 1NF

Employer's website

http://www.primarycaresheffield.org.uk/ (Opens in a new tab)

Employer details Employer name

Primary Care Sheffield

Address

Primary Care Sheffield Ltd

28 Kenwood Park Road

Sheffield

S7 1NF

Employer's website

http://www.primarycaresheffield.org.uk/ (Opens in a new tab)