Senior Clerical Officer

Sheffield Teaching Hospitals NHS Foundation Trust; Sheffield; On-site; GBP 26,000 - 27,000; Full time

Job summary

Sheffield Teaching Hospitals NHS Foundation Trust in Sheffield is seeking a Senior Clerical Officer to provide efficient administrative support to the Musculoskeletal (MSK) service at The Royal Hallamshire Hospital. The role includes day-to-day supervision of Band 2 clerical staff and ensuring accurate patient records and appointments.

This fixed-term, full-time post (37.5 hours weekly) offers NHS benefits, development opportunities and alignment with Trust policies.

Qualifications

• GCSE English Language and Mathematics Grade C/4 or above, or equivalent qualifications/experience
• Evidence of IT competency through training, qualifications or relevant experience
• Supervisory or management qualification (e.g., ILM Level 3) or equivalent knowledge and experience gained through practice
• ECDL or equivalent IT qualification

Responsibilities

• Register referrals and book appointments in line with waiting time standards and Patient Access Policy.
• Support management of outpatient clinics, coordinate changes, cancellations and re-scheduling; maximise clinic capacity.
• Provide day-to-day supervision and line management of Band 2 Clerical Officers; manage annual leave, appraisals and attendance.
• Communicate professionally with patients, carers and healthcare professionals, maintaining confidentiality.

Skills

Verbal & written communication

IT skills

Organisational skills

Teamwork

Attention to detail

Customer service

Problem solving

Discretion & confidentiality

Policy development

Education

GCSE English & Maths

IT competency

Supervisory qualification

ECDL qualification

Tools

Microsoft Office

Job description

Main area Medical MSK Grade NHS AfC: Band 3 Contract Fixed term: 12 months (From commencement in post. All existing NHS staff will only be considered on a secondment basis.) Hours Full time - 37.5 hours per week Job ref 190-3222-DIR-S

Employer Sheffield Teaching Hospitals NHS Foundation Trust Employer type NHS Site The Royal Hallamshire Hospital Town Sheffield Salary £25,760 - £27,476 pa/ pro rata for part time staff Salary period Yearly Closing 22/11/2026 23:59 Interview date 02/12/2026

Senior Clerical Officer

NHS AfC: Band 3

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

To provide efficient and effective administrative and clerical support to the Musculoskeletal (MSK) service, ensuring the smooth running of the service and providing day-to-day supervision and line management of Band 2 Clerical Officers.

Main duties of the job

The post holder will ensure that referrals are registered and appointments booked in line with Trust waiting time standards and the Trust Patient Access Policy.

The post holder will support the management of outpatient clinics, coordinating clinic changes including cancellations, reductions, rescheduling and reorganisation of appointments, often at short notice. Working within established procedures, they will maximise clinic capacity, maintain accurate patient records on the Patient Administration System (Connect), and support the achievement of waiting time targets.
The role requires the ability to prioritise workload, manage multiple tasks, and adapt to changing service demands while maintaining accuracy and confidentiality.

The post holder will provide day-to-day supervision and line management of Band 2 Clerical Officers, ensuring workloads are effectively coordinated and service standards maintained. Responsibilities include processing of annual leave, staff appraisals, attendance and wellbeing management, recruitment and selection, and support for staff development in accordance with Trust policies and procedures.

The post holder will communicate professionally and compassionately with patients, carers and healthcare professionals, including those who may be anxious, distressed or have complex needs, and will use initiative appropriate to the role while seeking guidance when required.

Working for our organisation

This vacancy is advertised on a fixed term contract basis for a period of 12 months due to the post being part of an organisational change within the Musculoskeletal (MSK) Department. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and the management of organisational change.

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 of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its employees. 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

Education and Qualifications

• GCSE English Language and Mathematics Grade C/4 or above, or equivalent qualifications/experience
• Evidence of IT competency through training, qualifications or relevant experience
• Supervisory or management qualification (e.g., ILM Level 3) or equivalent knowledge and experience gained through practice.
• ECDL or equivalent IT qualification

Experience

• Significant administrative and clerical experience within an NHS or healthcare environment.
• Experience of working in a busy office environment with an understanding of administrative and clerical procedures
• Experience working with patients, members of the public and healthcare professionals.
• Experience using Connect or equivalent EPR Systems.
• Experience of appointment booking clinic administration and outpatient services
• Experience of maintaining accurate patient records and data quality.
• Experience of prioritising competing workloads.
• Experience supervising staff and coordinating workloads across a team.
• Experience in delivering staff induction, training and support.
• Experience of service improvement.
• Experience of referral, waiting list or RTT pathway management.
• Experience undertaking appraisals, well-being discussions or attendance management.
• Experience of recruitment or selection activities.
• Experience within MSK services.

Skills and Knowledge

• Excellent verbal and written communication skills.
• Excellent IT skills including Microsoft Office and patient administration systems.
• Strong organisational and prioritisation skills.
• Ability to coordinate the work of others.
• Ability to work accurately with attention to detail.
• A positive, polite and professional attitude to meet service needs with good demonstrable customer service skills.
• Ability to work both independently and as part of a team.
• Ability to use initiative, judgement and problem-solving skills.
• Ability to communicate effectively with patients who may be distressed or anxious.
• Ability to maintain confidentiality and professionalism.
• Ability to contribute to SOP, policy and service development.

Personal Qualities

• Willingness to undertake training required for the role.
• Patient focused with a positive and professional approach.
• Demonstrates honesty, integrity, fairness and accountability.
• Willingness to work flexibly to meet service requirements.
• Willingness to travel to other hospital sites when required.
• Commitment to self-development and continuous learning.

Values and Behaviours (PROUD)

• Patients first - please give examples of expected behaviours.
• Respectful - please give examples of expected behaviours.
• Ownership - please give examples of expected behaviours.
• Unity - please give examples of expected behaviours.
• Delivery - please give examples of expected behaviours.

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.

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.

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.