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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.
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 jobAs 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 usPrimary 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 posted07 July 2025
Pay schemeOther
Salary£23,874.98 to £24,671.79 a year Per annum pro rata
ContractPermanent
Working patternFull-time, Part-time
Reference numberA3466-25-0049
Job locationsPrimary 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 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 responsibilitiesJob 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 EssentialThis 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 RegistrationApplicants 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 CheckThis 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 RegistrationApplicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).
Employer details Employer namePrimary Care Sheffield
AddressPrimary Care Sheffield Ltd
28 Kenwood Park Road
Sheffield
S7 1NF
http://www.primarycaresheffield.org.uk/ (Opens in a new tab)
Employer details Employer namePrimary Care Sheffield
AddressPrimary Care Sheffield Ltd
28 Kenwood Park Road
Sheffield
S7 1NF
http://www.primarycaresheffield.org.uk/ (Opens in a new tab)