Medical Support Secretary

Integrated Care System; Sheffield; On-site; GBP 24,000 - 27,000; Full time

Job summary

A healthcare organization in Sheffield is seeking a Medical Support Secretary to provide essential administrative support for clinical operations. The ideal candidate has experience in a secretarial role and familiarity with healthcare systems. Responsibilities include managing patient records, scheduling, and ensuring effective communication between departments. This full-time, permanent position offers a salary range of £24,937 to £26,598 per annum.

Benefits

Generous annual leave

Pension schemes

Health and wellbeing programs

Qualifications

• Experience in a secretary/admin role is required.
• Experience working with medical terminology is beneficial.
• Audio typing experience is desired.

Responsibilities

• Type clinical documents and manage correspondence.
• Schedule appointments and process referrals.
• Coordinate with medical staff for patient admissions.

Skills

Time management

Communication skills

Teamwork

Good customer care

Education

3 GCSEs including English and Maths

NVQ II Business Administration or equivalent

Tools

NHS healthcare software systems

Word Processing software

Job description

Go back Sheffield Children’s NHS Foundation Trust

Medical Support Secretary

The closing date is 06 August 2025

We are looking for a motivated, organised, and enthusiastic person to provide essential support to our clinical staff. Your role provides a link between the Trust, patients, their carers, GPs, and other healthcare professionals.

You will handle administrative tasks, assist with medical documentation, patient information, and support clinical staff with daily operations. Additionally, you'll ensure seamless cover during absences, and promote communication across departments

Familiarity with hospital systems such as SysmOne, EDMS, or Careflow would be beneficial, but is not essential.

If you're keen to develop your secretarial experience and contribute to a dynamic healthcare team, we encourage you to apply!

Main duties of the job

Reporting into the Admin Manager, your responsibilities will include:

Type clinical documents, manage correspondence, and maintain filing systems.

Update patient records, schedule appointments, and process referrals.

Arrange patient admissions, investigations, and coordinate with medical staff.

Handle sensitive reports and transcribe meeting minutes

Help with cover for secretaries during absences and ensure continuity of work

Help coordinate annual leave, support staff training, and assist with office supplies.

Ensure accuracy, confidentiality, and adherence to safeguarding and health 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.

Please note that Sheffield Children's uplift pay to meet the Real Living Wage, which is £12.60 per hour.

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.

#LI-Onsite

Person Specification

Qualifications and Training

• 3 GCSE's (or equivalent) including English and Maths at grade C or above
• OCRII Word Processing (or equivalent demonstrable NHS experience as a support secretary)
• NVQ II Business Administration or equivalent
• RSA II typing or equivalent qualification or equivalent experience

Experience

• Experience of secretary/admin role
• Experience of working in a multi-disciplinary team
• Audio typing experience
• Experience of scheduling/coordinating appointments and/or resources
• Experience of working with filing systems
• Experience of good customer or patient care
• Experience of working with different computer software e.g. mail, internet etc.
• Experience of medical terminology
• Experience with NHS/Healthcare software systems
• Experience of working with confidential material

Knowledge and Skills

• Good time management skills with the ability to prioritise work according to deadlines
• Able to work as part of a team as well as under own initiative
• Good verbal and written communication skills with team/clients/relatives using tact when required
• Ability to deal with conflict
• High standard of accuracy
• Ability to establish and maintain effective working relationships
• Knowledge of medical terminology
• Understanding of 18 week Referral To Treatment (RTT) process
• Understanding and knowledge of Caldicott/Data Protection Act

Personal Attributes

• Adaptable to change
• Ability to motivate and encourage others in team
• Team-working mind-set - able to support other teams across sites

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

Sheffield Children's NHS Foundation Trust

£24,937 to £26,598 a yearper annum pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

425-25-7324150

Job locations

Sheffield Children's NHS Foundation Trust