Medical Secretary Supervisor

Transformation Unit; Sheffield; Hybrid; GBP 28,000 - 31,000; Full time

Benefits offered by this job

Pension schemes

Salary sacrifice options

Discounts with retailers/service

Job summary

Sheffield Teaching Hospitals NHS Foundation Trust is seeking an organised Medical Secretary Supervisor to join the Musculoskeletal Service. You will provide comprehensive secretarial support to consultants and supervise Band 3 Secretaries and Audio Typists, ensuring workloads and standards are met.

The role is Band 4 (NHS AfC) on a 12-month fixed-term contract, 37.5 hours per week, salary £28,392–£31,157 per year pro rata for part-time staff.

Qualifications

• GCSE English language and maths at grade C/4 or above or equivalent.
• Supervisory or management qualification (e.g. ILM Level 3) or equivalent.
• AMSPAR Medical Secretary Diploma or significant relevant experience.
• IT qualification such as ECDL.
• Significant NHS experience and NHS data systems familiarity.
• Diary management, secretarial and administrative tasks.
• Experience with Microsoft Office and hospital IT environments.
• Knowledge of medical terminology and audio typing proficiency.
• Experience using NHS HR policies and Connect/Integra systems.

Responsibilities

• Provide comprehensive medical secretarial and administrative support to consultants.
• Supervise and support Band 3 Secretaries and Audio Typists, managing workloads.
• Oversee attendance, appraisals, training and development for the team.
• Coordinate clinical correspondence and patient administration with accuracy.
• Monitor service performance and contribute to process improvements.

Skills

NHS experience

Audio typing

Diary management

Microsoft Office

Connect system

Confidentiality & governance

Staff supervision

Education

GCSE English & Maths

ILM Level 3 or equivalent

AMSPAR Medical Secretary Diploma

ECDL / IT qualification

Tools

Connect PSIS

Integra finance system

Microsoft Office

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 190-3274-DIR-S

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 15/11/2026 23:59

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

An exciting opportunity has become available for a motivated and enthusiastic individual to join our friendly and supportive Musculoskeletal (MSK) Service.

We are seeking a highly organised individual to join our secretarial team, providing efficient, professional and comprehensive administrative and secretarial support to a team of consultants. The role will contribute directly to the delivery of high-quality patient care by supporting consultants with both their clinical and non-clinical responsibilities. The successful candidate will also undertake supervisory responsibilities for Band 3 Support Secretaries and Audio Typists, overseeing workloads, attendance, performance, staff development, recruitment and induction activities, while ensuring departmental standards and service objectives are met.

A strong understanding of confidentiality and information governance is essential, together with previous experience in an administrative environment. Applicants must have significant medical secretarial and supervisory experience, with the ability to effectively manage workloads, support colleagues and contribute to the continued development of the team.

Applicants should possess excellent IT skills and experience using hospital-based or electronic patient record systems. This role is ideal for an individual committed to delivering a high-quality service and supporting consultants and the wider administrative team.

Main duties of the job

Please refer to the job description for full details.

Provide comprehensive medical secretarial and administrative support to consultants, ensuring an efficient and high-quality service.

Supervise and support Band 3 Support Secretaries and Audio Typists, providing day-to-day leadership and workload management.

Manage staff performance, attendance, appraisals, training and development, supporting a positive and productive team culture.

Coordinate clinical correspondence and patient administration, ensuring accuracy and compliance with Trust standards and timescales.

Monitor service performance and contribute to the continuous improvement of secretarial processes and patient pathways.

Working for our organization

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.

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

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 teamWorking 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 .

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. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.

Job Share applicants are welcome for all full time posts unless indicated but cannot be guaranteed. In addition for Fixed Term Contracts, internal secondments may be considered, please seek the approval of your current line manager before applying for the position.

All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken.

For more information about our organisation and the opportunities available, please visit our website and follow us on Twitter and Facebook