Support Medical Secretary

NHS; Sheffield; On-site; GBP 24,000 - 27,000; Full time

Job summary

A leading healthcare organization in Sheffield is seeking a Support Medical Secretary to provide high-quality clerical and administrative support for medical staff. You will manage patient correspondence, ensure smooth operations, and maintain confidentiality in a dynamic setting. Applicants should possess relevant qualifications, excellent organizational skills, and a commitment to professional development.

Benefits

Professional development opportunities

Competitive salary

Benefits in line with NHS standards

Qualifications

• Minimum 3 GCSEs including English at grade C/4 or equivalent experience.
• Experience in a clerical or secretarial role.
• Ability to handle sensitive information with discretion.

Responsibilities

• Provide secretarial support to medical staff.
• Manage patient correspondence and files.
• Filter phone calls and handle messages.

Skills

Organisational skills

Communication skills

Attention to detail

Discretion

Ability to work independently

Education

3 GCSEs including English at grade C/4

NVQ/RSA or OCR at level 3

ECDL or equivalent

Tools

Microsoft Office

Lorenzo

Digital Dictation

Job description

Support Medical Secretary

The closing date is 05 October 2025

To support the Medical Secretaries in providing a high standard of secretarial and clerical support for the medical staff and their team. To provide cover for medical secretaries in their absence ensuring a 5 day service with cover until 5pm on a rota basis and actively contribute to the smooth running of the department.

Main duties of the job

Using MS applications, provide an accurate, high quality and complete secretarial service including word processing, filing, audio typing, photocopying, uploading/downloading of voice files and the composition of letters.

To monitor patient pathways in line with the Trust\'s 18 week pathway guidance.

To support clinical work for designated clinicians, such as typing of confidential letters and reports.

To ensure filing, photocopying and other administrative tasks are dealt with appropriately.

To prioritise incoming correspondence and draw attention to urgent items.

Filtering telephone calls and redirecting them as necessary, and where necessary taking messages and carrying out follow up action.

To ensure skills are updated regularly through appraisal/Personal Development Review and further training in all appropriate areas including IT.

To be aware of and comply with Trust policies and procedures, guidelines and code of conduct as they apply to the duties of this post.

About us

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 staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Job responsibilities

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

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

Person Specification

Qualifications

• 3 GCSE (or equivalent) including English at grade C/4 or above or equivalent experience/qualifications.
• NVQ/RSA or OCR at level 3, or, relevant secretarial, admin and clerical experience that would equate to level 3.
• ECDL or equivalent.

Experience

• Experience in a clerical or secretarial role.
• Experience of dealing with people who may be distressed or unable to communicate effectively.
• Experience of working with computers on a day to day basis.
• NHS experience
• Secretarial experience of typing clinic letters and clinical administrative letters
• Medical Terminology
• Supervisory experience
• Excellent organisational skills
• Ability to work using initiative and without supervision
• Ability to work with discretion and a passion for maintaining patient confidentiality.
• Methodical and accurate with attention to detail.
• Ability to work to agreed quality standards
• Ability to meet deadlines and work within time constraints
• Ability to manage own workload
• Excellent inter-personal and communication skills
• Ability to build and maintain lasting working relationships with colleagues
• Adaptable approach to work
• Commitment to personal training and development
• Interest in developing role and looking for opportunities to improve working practices
• Ability to work with discretion and a passion for maintaining patient confidentiality.
• Ability to demonstration a commitment to the Trusts PROUD values.
• Ability to work as part of a team and independently.
• Knowledge of Trust Policies

Further Training

• Knowledge of Microsoft packages including Outlook
• Experience of Lorenzo / Digital Dictation / PinPoint / ICE
• Knowledge of 18-week RTT
• Willingness to undertake training and appraisals as required by specific post

Other Factors

• Knowledge of Trust Access Policy

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 Teaching Hospitals NHS Foundation Trust

£24,937 to £26,598 a yearpa/pro rata for part time staff