Medical Secretary Supervisor

Sheffield-Teaching-Hospitals-Nhs-Foundation-Trust; Sheffield; On-site; GBP 28,000 - 31,000; Full time

Benefits offered by this job

Flexible working

Annual leave

Pension scheme

Health and wellbeing package

Job summary

Sheffield Teaching Hospitals NHS Foundation Trust is seeking a Medical Secretary Supervisor (Band 4) to join the osteoporosis service at the Metabolic Bone Centre, Northern General Hospital. The role supports consultants and a secretarial team to provide high-quality administrative care to patients.

The successful candidate will have methodical organisational skills, strong IT literacy, and a commitment to patient confidentiality. Experience in NHS data systems and diary management is desirable.

Qualifications

• GCSE English Language and Mathematics grade C/4 or above or equivalent qualifications or experience.
• Supervisory or management qualification (e.g. ILM Level 3) or equivalent knowledge and experience.
• AMSPAR Medical Secretary Diploma or significant relevant experience working as a medical secretary.
• IT qualification such as ECDL.

Responsibilities

• To work closely with the medical secretary team to ensure a seamless level of support to all medical and nursing staff within your area of responsibility.
• To support a team of Metabolic Bone/Osteoporosis Consultants and the department by undertaking a comprehensive secretarial and administrative service.
• To be the first point of contact for patients, relatives, carers, GPs, consultants, medical staff and other staff, using judgement to establish priority.
• To type patient correspondence and accurately maintain records of patient correspondence.
• To maintain an effective investigation tracking system and ensure urgent results are communicated and followed up.

Skills

Diary management

Audio typing

Microsoft Office

Connect PAS

Medical terminology

Education

GCSE English and Maths or equivalent

ILM Level 3 or supervisory qualification

AMSPAR Medical Secretary Diploma or equivalent

ECDL or IT qualification

Tools

Integra finance system

Connect patient administration system

Hospital computer systems

Job description

Main area Administrative and Clerical Grade NHS AfC: Band 4 Contract 12 months (Fixed term for 12 months due to short term funding. All existing NHS staff will only be considered on a secondment basis) Hours Full time - 37.5 hours per week Job ref 190-1486-DIR-S-A

Employer Sheffield Teaching Hospitals NHS Foundation Trust Employer type NHS Site Sheffield Teaching Hospitals Town Sheffield Salary £28,392 - £31,157 pa/pro rata for part time staff Salary period Yearly Closing 08/11/2026 23:59 Interview date 16/11/2026

Medical Secretary Supervisor

NHS AfC: Band 4

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes , health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.

Job overview

This is an exciting opportunity to work within the Osteoporosis service based at the Metabolic Bone Centre, Northern General Hospital .

We are looking for an enthusiastic individual to join our secretarial team to actively support the provision of an efficient, high quality and comprehensive secretarial and administrative service to a team of consultants to aid their direct clinical care and their wider non-clinical duties.

The successful candidate will have a methodical approach to work, be extremely well organised and have a flexible attitude incorporating the Trust PROUD values.

With a clear understanding of patient confidentiality as well as a background in an administrative setting this post would ideally suit an individual wanting to further their experience in a secretarial background.

Previous experience would be advantageous.

Effective computer skills are essential and experience of using a hospital computer system would also be desirable.

Main duties of the job

To work closely with the medical secretary team to ensure a seamless level of support to all medical and nursing staff within your area of responsibility in line with existing and changing requirements.

To support a team of Metabolic Bone/Osteoporosis Consultants and the department by undertaking a comprehensive secretarial and administrative service.

To be the first point of contact for patients, relatives, carers, GPs, consultants (internal and external), medical staff, community and nursing staff, administrative staff, local ICB’s, (in accordance with Trust guidelines), using judgement to establish the validity and priority of the contact.

To type patient correspondence and accurately maintain records of patient correspondence.

To maintain an effective investigation tracking system to actively ensure that all outstanding tests are followed up. On receipt of urgent results, ensure that they are communicated to the relevant person and follow up is arranged.

The post holder will ensure workload is managed in a timely and accurate manner, with meticulous attention to detail with escalation of any capacity or target issues.

Working for our organisation

This vacancy is advertised on a fixed term contract basis for a period of 12 months due to the short term funding for the role. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts taking into consideration the ongoing source of the funding and the requirement for the post to be maintained.

Please note all existing NHS staff will only be considered on a secondment basis. This must first be agreed with your current line manager.

You will be working for an organisation which values and respects all its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Person specification

Educationa and Qualifications

• GCSE English Language and Mathematics Grade C/4 or above or equivalent qualifications or experience.
• Supervisory or management qualification (e.g. ILM Level 3) or equivalent knowledge and experience gained through practice.
• AMSPAR Medical Secretary Diploma or significant relevant experience working as a medical secretary.
• IT Qualification such as ECDL.

Experience

• Significant experience of working in an NHS setting
• Experience of working with NHS data systems
• Experience of secretarial, administrative and clerical tasks, including diary management.
• Experience of working in a busy office environment with an understanding of administrative and clerical procedures.
• Demonstrable track record achieving deadlines and targets
• Audio typing experience
• Proven experience in agenda preparation, minute taking, and documenting meeting actions and outcomes.
• Patient pathways/18 week RTT knowledge
• Responsible for ordering and maintaining office supplies/stationery
• Experience using Microsoft Office and similar I.T. packages.
• Working knowledge of the Connect patient administration system (or similar)
• Knowledge of medical terminology.
• Medical audio typing experience.
• Experience working with STH HR policies.
• Previous experience of placing orders via Integra finance system or similar system.

Further Training

• Willingness to undertake training as required by specific post
• Commitment to continuing personal development
• Excellent written and verbal English language communication skills
• Excellent standard of spelling and grammar
• A positive, polite and professional attitude to meet service needs with good demonstrable customer service skills.
• Excellent I.T. literacy and keyboard skills including the use of Microsoft Office software packages
• Ability to work under pressure in a fast-paced environment
• Good organisational skills and ability to work to deadlines
• Ability to work both independently and as part of a team
• Working knowledge of confidentiality, related legislation and codes of practice
• Methodical and accurate approach to working
• Medical secretarial qualification and/or training

Other Factors

• Willingness to work flexibly when required.
• Willingness and ability to travel to other hospital sites when required.

Please note that in order to comply with the UK Government’s rules on Skilled Worker sponsorship, any applicants who do not meet the eligibility requirements or concessions on salary thresholds under the Skilled Worker visa will not be eligible to receive sponsorship from the Trust. Please keep this in mind when submitting your application. Further details on these concessions, and who qualifies for them, can be found here .

In addition, in submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.

The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties 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.