Neurosurgery Support Secretary
Sheffield Teaching Hospitals NHS Foundation Trust
The closing date is 14 April 2025
Job summary
An exciting opportunity has arisen for a Support Medical Secretary to join the Neurosurgery Department at Sheffield Teaching Hospitals on a permanent basis.
This role is pivotal in enabling the Directorate to provide a high-quality, comprehensive and professional administrative service to patients, relatives, carers and other internal and external stakeholders.
You will be expected to effectively and confidently support the Medical Secretaries in their roles to maintain a high standard of working practices within Neurosurgery.
Main duties of the job
- Type patient letters relating to clinic appointments, test results, referrals, discharge summaries and MDT outcomes, from digital audio dictation, long hand, or verbal dictation. Aiming towards turning typing around in 48 hours.
- Cover the medical secretaries absences (sickness and annual leave) taking telephone messages and undertaking any urgent typing and tasks for the consultant and team.
- To assist the medical secretaries in managing patients through their 18 week pathway. To validate pathways and amend them on Lorenzo when typing. To escalate any possible breaches to Line Managers.
- Assisting medical secretaries in the management of in-patient waiting lists ensuring that Trust and National waiting list policies and procedures are adhered to, tracking the patients through their 18 week pathway for their in-patient stay.
- Management of patient investigations using Trust computer systems.
- Dealing with telephone queries from patients/other healthcare workers.
- General admin such as filing and photocopying
- Assisting with the prepping and outcomes of Multidisciplinary Team Meetings
About us
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.
Job description
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.
Job description
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
Essential
- RSA III/OCR Typing (or equivalent qualification or experience) word processing or audio typing.
- Educated to GCSE standard or equivalent qualification or experience Inc English and Mathematics Grades 9/A - 4/C
Desirable
- Business Administration NVQ Level 2
Experience
Essential
- Excellent keyboard skills, letter formatting & layout
- Accuracy of spelling and grammar
- Experience working in a clerical environment
Desirable
- Audio typing experience
- Experience of Trust data systems
- Interest in supporting multidisciplinary team meetings
- NHS experience
Further Training
Essential
- Clear understanding of patient confidentiality.
Desirable
- Awareness of medical records issues e.g. Data Protection.
Special Skills/Aptitudes
Essential
- Good computer and keyboard skills with the ability to use Microsoft packages including Word and Excel
- Good communication and organisational skills
- Ability to work accurately under pressure
- Ability to prioritise own workload and manage competing demands
Desirable
- Experience of dealing with upset/frustrated patients over the phone
Other Factors
Essential
- Ability to work efficiently on own initiative and as part of a team
- Flexibility to cover the needs of the service
Person Specification
Qualifications
Essential
- RSA III/OCR Typing (or equivalent qualification or experience) word processing or audio typing.
- Educated to GCSE standard or equivalent qualification or experience Inc English and Mathematics Grades 9/A - 4/C
Desirable
- Business Administration NVQ Level 2
Experience
Essential
- Excellent keyboard skills, letter formatting & layout
- Accuracy of spelling and grammar
- Experience working in a clerical environment
Desirable
- Audio typing experience
- Experience of Trust data systems
- Interest in supporting multidisciplinary team meetings
- NHS experience
Further Training
Essential
- Clear understanding of patient confidentiality.
Desirable
- Awareness of medical records issues e.g. Data Protection.
Special Skills/Aptitudes
Essential
- Good computer and keyboard skills with the ability to use Microsoft packages including Word and Excel
- Good communication and organisational skills
- Ability to work accurately under pressure
- Ability to prioritise own workload and manage competing demands
Desirable
- Experience of dealing with upset/frustrated patients over the phone
Other Factors
Essential
- Ability to work efficiently on own initiative and as part of a team
- Flexibility to cover the needs of the service
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
