Medical Secretary *Internal Vacancy*

Sheffield; Sheffield; Hybrid; GBP 28,000 - 31,000; Part time

Job summary

Sheffield Children’s NHS Foundation Trust seeks a Medical Secretary to join Emerald Lodge, the CAMHS inpatient service in Sheffield. You will provide comprehensive secretarial and administrative support to the medical team, including diary management, clinic letters and patient administration.

This fixed-term, part-time post is open to Sheffield Children’s employees only and closes 05 November 2026. The ideal candidate will have strong organisational skills, experience with minute taking, and

Qualifications

• Strong administrative or secretarial experience.
• Excellent organisational and communication skills.
• Ability to manage competing priorities and meet deadlines.
• Experience producing accurate correspondence and meeting minutes.
• Good IT skills and attention to detail.

Responsibilities

• Provide comprehensive secretarial support to Consultants and medical team.
• Manage clinical correspondence, typing, formatting and distribution of letters and reports.
• Coordinate medical diaries, meetings and multidisciplinary reviews.
• Support inpatient admissions, transfers and discharge administration.
• Maintain accurate patient records and update Trust systems.
• Be a key contact for families, community teams and other professionals.
• Produce agendas, take minutes and support governance meetings.
• Assist with data collection, reporting and service performance.

Skills

Secretarial experience

Organisation skills

Communication skills

Meeting minutes

IT skills

Education

GCSE or equivalent

NVQ Level 3 in Business Administration

ECDL Qualification

Tools

SystmOne

Job description

Medical Secretary *Internal Vacancy*

Sheffield Children’s NHS Foundation Trust

The closing date is 05 November 2026

Fixed Term ( 12 months) | Part Time | This vacancy is open to Sheffield Children's employees only

An exciting opportunity has arisen for Medical Secretary to join Emerald Lodge, Sheffield Children's specialist CAMHS inpatient service.

We are seeking a highly organised and proactive individual to provide comprehensive secretarial and administrative support to the medical team. You will manage clinical correspondence, coordinate and minute meetings, support patient administration processes, and help ensure the smooth running of a busy inpatient service.

This is a key role within a multidisciplinary team dedicated to delivering outstanding care for children and young people with complex mental health needs.

About You

Strong administrative or secretarial experience.Excellent organisational and communication skills.Ability to manage competing priorities and meet deadlines.Experience producing accurate correspondence and meeting minutes.Good IT skills and attention to detail.

Join us and play an important part in supporting high-quality care for children and young people within a specialist mental health service.

Main duties of the job

Reporting into the Operational Support Manager, some of your responsibilities will include:

• Providing comprehensive secretarial support to Consultants, Specialty Doctors and the wider medical team.
• Managing clinical correspondence, including typing, formatting and distributing clinic letters and reports within agreed timescales.
• Coordinating medical diaries, meetings and multidisciplinary team reviews.
• Supporting inpatient admissions, transfers and discharge administration processes.
• Maintaining accurate patient records and ensuring information is updated on Trust systems.
• Acting as a key point of contact for families, community teams, external agencies and healthcare professionals.
• Monitoring outstanding actions and ensuring follow-up correspondence is completed.
• Producing agendas, taking minutes and supporting governance and clinical meetings.
• Assisting with data collection, reporting and service performance requirements.
• Ensuring compliance with confidentiality, information governance and Trust policies.

About us

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.

Job 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.

This role has been assigned occupation code 4211 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 Childrens, we are committed to creating an inclusive environment that celebrates diversity and supports everyones 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, were building a workplace where everyone belongs.

Person Specification

Qualifications & Training

• Educated to GCSE standard or equivalent.
• NVQ Level 3 in Business Administration or equivalent knowledge acquired through experience.
• ECDL Qualification

Experience

• Experience in a Secretarial/admin role
• Experience in taking/transcribing and distribution of minutes
• Experience of devising and running office based administrative systems and procedures
• Experience of being involved in change management and providing ideas and solutions
• Experience of working in an Inpatient Mental Health administrative role
• Experience of using Hospital Information Systems
• Experience of having worked to performance targets
• Experience within a child focussed NHS service

Knowledge & Skills

• Ability to provide a proactive and high-quality patient focused service
• Ability to input, retrieve and analyse information
• Ability to use initiative to implement improvements to working practices
• Strong interpersonal skills, for effective working with colleagues and internal stakeholders
• Ability to manage conflict and difficult, challenging and sensitive situations
• Ability to recognise when to escape problems in a timely and professional manner
• Ability to work under pressure and problem solve accordingly to challenges
• Previous experience of the patient administration systems ie: SystmOne

Personal Attributes

• Accuracy and attention to detail
• Ability to exercise initiative and self-judgement
• Adaptable, flexible, reliable, and willing to undertake new tasks
• Friendly, approachable, and supportive to all staff.
• Proven track record of working successfully in a team environment

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.

Sheffield Children’s NHS Foundation Trust

Address

The Becton Centre for Children and Young People

£28,392 to £31,157 a yearper annum, pro rata

Contract

Secondment

Working pattern

Reference number

425-26-8312619

Job locations

The Becton Centre for Children and Young People