Job summary
Are you looking for an administrative opportunity, with an element of Leadership, supporting our frontline healthcare professionals deliver outstanding patient care to the Children and Young people at Sheffield Children's NHS Foundation Trust?
We are looking for a Secretarial Team Leader to work as part of the Haematology/Oncology Team.
You will act as Senior Medical Secretary to the clinical team whilst overseeing the day to day supervision of the wider admin team members. Due to the nature of this work, the work can be quite distressing and the post holder will be expected to deal with parents and patients, who may at times be distressed, in an sensitive and caring manner.
You will be flexible and conscientious ad have the ability to work on your own initiative, prioritising your work and meeting deadlines whilst maintaining high standards.
You should be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in your role. You will share the Trust values and be committed to equality, diversity and inclusion.
Main duties of the job
The key dimensions to the post are as follows:-
- To be a Senior Medical Secretary to the clinical team
- To provide day to day, local, staff supervision
Secretarial / Staff Supervision
You will provide a comprehensive medical secretarial service to Consultants and their teams enabling them to maintain timely patient pathways, respond effectively to complaints and all medico legal requests and maintain their clinical practice.
You will be responsible for the day to day supervision of your speciality team ensuring timely production of clinical correspondence to facilitate compliance with 18 week referral to treatment targets. You will ensure all clinical correspondence is produced to the required standard within the timeframe of the national and local targets.
Please ensure that you explain clearly how you meet the essential and desirable criteria in your application.
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.
Job description
Job responsibilities
Please refer to job description and person specification for full details of the role
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
Please refer to job description and person specification for full details of the role
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 and Training
Essential
- Educated to GCSE standard or equivalent, with a GCSE in English Language (Grade C or above)
- RSA level 3 typing / word processing or equivalent qualification and experience
- NVQ Level 4 in Business Administration or equivalent or equivalent knowledge acquired through experience
Experience
Essential
- Experience of a range of secretarial processes
- Experience of organising and implementing administrative procedures to support a multi-disciplinary customer focussed service
- Audio typing experience
- Experience of working in a multi-disciplinary team
- Experience of using a wide range of IT and information systems including Microsoft Office
- Experience of scheduling / co-ordination of activities and / or resources
Desirable
- Experience of staff supervision
- Experience of using Hospital Information Systems
Knowledge and Skills
Essential
- Knowledge of medical terminology
- Ability to provide a proactive and high quality customer focused service
- Ability to input, retrieve and analyse information
- Ability to manage conflict and difficult, challenging and sensitive situations
- Ability to use initiative to implement improvements to working practices
- Strong interpersonal skills, for effective working with colleagues and internal and external customers
- Excellent organisational skills with the ability to plan and prioritise work with conflicting deadlines for themselves and others
- Ability to work on own initiative and effectively as a team member
- Ability to communicate information to parents in a sensitive and tactful manner
Desirable
- Knowledge and understanding of the 18 week Referral to Treatment standards.
- Knowledge and understanding of the principles of Information Governance
Personal Attributes
Essential
- Attention to detail
- Effective team worker
- Ability to exercise initiative and self-judgement
- Adaptable to change
Person Specification
Qualifications and Training
Essential
- Educated to GCSE standard or equivalent, with a GCSE in English Language (Grade C or above)
- RSA level 3 typing / word processing or equivalent qualification and experience
- NVQ Level 4 in Business Administration or equivalent or equivalent knowledge acquired through experience
Experience
Essential
- Experience of a range of secretarial processes
- Experience of organising and implementing administrative procedures to support a multi-disciplinary customer focussed service
- Audio typing experience
- Experience of working in a multi-disciplinary team
- Experience of using a wide range of IT and information systems including Microsoft Office
- Experience of scheduling / co-ordination of activities and / or resources
Desirable
- Experience of staff supervision
- Experience of using Hospital Information Systems
Knowledge and Skills
Essential
- Knowledge of medical terminology
- Ability to provide a proactive and high quality customer focused service
- Ability to input, retrieve and analyse information
- Ability to manage conflict and difficult, challenging and sensitive situations
- Ability to use initiative to implement improvements to working practices
- Strong interpersonal skills, for effective working with colleagues and internal and external customers
- Excellent organisational skills with the ability to plan and prioritise work with conflicting deadlines for themselves and others
- Ability to work on own initiative and effectively as a team member
- Ability to communicate information to parents in a sensitive and tactful manner
Desirable
- Knowledge and understanding of the 18 week Referral to Treatment standards.
- Knowledge and understanding of the principles of Information Governance
Personal Attributes
Essential
- Attention to detail
- Effective team worker
- Ability to exercise initiative and self-judgement
- Adaptable to change
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).
