Job summary
An exciting opportunity has arisen to join the Complex Care Team at Sheffield Children's NHS Foundation Trust as administrator and secretarial support
The postholder will be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in their role. They will share the Trust values and be committed to equality, diversity and inclusion.
The postholder will be a key member of the Complex Care Team, who provide support to families of children with medical complexities in the hospital and out patients. Complex Care are a fantastic team, who welcome new members, encourage initiative and support professional development.
Complex Care Administration and secretarial support will have
- Minute taking
- Ability to use spread sheet and data base software - use of Word & Excel
Ability to work on own initiative and as part of a team
Main duties of the job
The post holder will be part of the complex care team, providing a comprehensive administrative and secretarial service for the complex care team.
The post holder will be expected to assist the nurses and medical staff with their administrative tasks to ensure that an effective and efficient service is provided.
It is essential that the post holder should exercise initiative commensurate with the role and vital that the confidentiality is always maintained.
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
-
Leaders in Children's Health
We work successfully with local, regional, and national partners to provide physical and mental healthcare across acute and community settings. Many of our clinicians are amongst the best in their field, recognised nationally and internationally for their expertise.
As well as having enormous pride in what we do, we are a friendly, welcoming, and motivated NHS Trust who are guided by our CARE values: Compassion, Accountability, Respect, and Excellence. Our nearly 4000 colleagues live these values, ensuring kind and compassionate care that makes patients and their families feel safe and at home.
As we approach our 150th anniversary in 2026, we remain committed to enhancing our reputation in children's health leadership, improving the experiences of both patient and colleagues, and focusing on our communities and population health.
Detailed Job description and main responsibilities:-
Please see the job description and personal specification for full details.
Job description
Job responsibilities
Deal with enquiries by letters / fax /e-mail / telephone from patients, GPs, other hospitals, other consultants, unit management, etc refer to nurses as appropriate.
Organise multidisciplinary team meetings in a timely manner ensuring all relevant parties have been informed and confirmed.
Take minutes for committees/meetings/away days attended by medical and nursing team, transcribe and distribute. Ensure any necessary documentation is collated and distributed in advance if required.
Attend meetings and take minutes as required by medical and nursing staff
Type child protection reports/court reports and police statements as required
Maintain data bases/spreadsheets containing patient information as required by the team
Collate data for clinical audit purposes
Use of the Patient Administration System (Medway, EDMS & SystmOne) to:
- Update patient information
- Liaise with the OP team to book out patient appointments
- Liaise with the OP team to change out patient appointments
Attend to any additional administration as generated by the consultant/lead nurse including diary management, booking and cancelling meetings, appointments and travel arrangement as required.
General office duties, including dealing with incoming and outgoing correspondence, filing and photocopying etc. Ordering patient information leaflets when needed.
Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the problems or referring to the appropriate person.
Implement any relevant Trust and Directorate policies on behalf of the Nurses and other team members.
Please refer to the job description and person specification for further information.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
Deal with enquiries by letters / fax /e-mail / telephone from patients, GPs, other hospitals, other consultants, unit management, etc refer to nurses as appropriate.
Organise multidisciplinary team meetings in a timely manner ensuring all relevant parties have been informed and confirmed.
Take minutes for committees/meetings/away days attended by medical and nursing team, transcribe and distribute. Ensure any necessary documentation is collated and distributed in advance if required.
Attend meetings and take minutes as required by medical and nursing staff
Type child protection reports/court reports and police statements as required
Maintain data bases/spreadsheets containing patient information as required by the team
Collate data for clinical audit purposes
Use of the Patient Administration System (Medway, EDMS & SystmOne) to:
- Update patient information
- Liaise with the OP team to book out patient appointments
- Liaise with the OP team to change out patient appointments
Attend to any additional administration as generated by the consultant/lead nurse including diary management, booking and cancelling meetings, appointments and travel arrangement as required.
General office duties, including dealing with incoming and outgoing correspondence, filing and photocopying etc. Ordering patient information leaflets when needed.
Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the problems or referring to the appropriate person.
Implement any relevant Trust and Directorate policies on behalf of the Nurses and other team members.
Please refer to the job description and person specification for further information.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications/Training
Essential
- RSA Stage II typing/word processing or equivalent, or able to demonstrate equivalent in previous work experience.
- GCSE or equivalent in English language and Maths (grade C or above)
Desirable
- RSA Stage III typing/word processing
- Level 2 IT qualification
- Minute taking
Experience
Essential
- Relevant general office experience
- Previous experience of dealing with the General Public
Desirable
- Worked with children and young people
- Worked within the National Health Service
Knowledge and Skills
Essential
- Word processing skills
- Ability to use spread sheet and data base software - use of Word & Excel
- Ability to work on own initiative and as part of a team
- Good communication skills
- Supplies management
Desirable
- Compliance of Policies and Procedures in a regulated Health Care Provider
- Advanced IT skills ie Level 2 IT qualification
- Previously worked in a Health / Social Care multidisciplinary team setting and contributed in team meetings
- Experience in using medical records systems - EDMS,Careflow, SystmOne
Attributes
Essential
- Willingness to work flexibly in approach and working hours/pattern
- Display a non-judgmental attitude towards children / families / carers / colleagues
- Respectful attitude for individuals and co-workers
- Ability to take part in personal development reviews
- Pleasant, tactful and understanding manner
- Ability to accept instructions & supervision and undertake delegated tasks
Desirable
- Previously worked in a flexible working pattern environment
- Compliance of Policies and Procedures in reference to Equality and Diversity
Demonstrates Trust Values
Essential
- Compassion, Accountability, Respect & Excellence
Person Specification
Qualifications/Training
Essential
- RSA Stage II typing/word processing or equivalent, or able to demonstrate equivalent in previous work experience.
- GCSE or equivalent in English language and Maths (grade C or above)
Desirable
- RSA Stage III typing/word processing
- Level 2 IT qualification
- Minute taking
Experience
Essential
- Relevant general office experience
- Previous experience of dealing with the General Public
Desirable
- Worked with children and young people
- Worked within the National Health Service
Knowledge and Skills
Essential
- Word processing skills
- Ability to use spread sheet and data base software - use of Word & Excel
- Ability to work on own initiative and as part of a team
- Good communication skills
- Supplies management
Desirable
- Compliance of Policies and Procedures in a regulated Health Care Provider
- Advanced IT skills ie Level 2 IT qualification
- Previously worked in a Health / Social Care multidisciplinary team setting and contributed in team meetings
- Experience in using medical records systems - EDMS,Careflow, SystmOne
Attributes
Essential
- Willingness to work flexibly in approach and working hours/pattern
- Display a non-judgmental attitude towards children / families / carers / colleagues
- Respectful attitude for individuals and co-workers
- Ability to take part in personal development reviews
- Pleasant, tactful and understanding manner
- Ability to accept instructions & supervision and undertake delegated tasks
Desirable
- Previously worked in a flexible working pattern environment
- Compliance of Policies and Procedures in reference to Equality and Diversity
Demonstrates Trust Values
Essential
- Compassion, Accountability, Respect & Excellence
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).
