Medical Secretary

Job overview

12 Month Fixed Term | Part Time: 20 hrs | Hybrid

We are looking for someone to join our Haematology/Oncology Secretarial Team within the Medicine Care Group at Sheffield Children’s.

You will deliver administrative support to the clinical team, serving as an important liaison between the Trust, patients, GPs, and healthcare professionals. Responsibilities include managing correspondence, updating patient records, coordinating investigations, booking appointments, preparing medical documents, and supporting meetings and training for new colleagues.

You will be comfortable engaging with others in verbal and written formats, understand patient confidentiality requirements, and be proficient in IT systems and office software.

If you are conscientious and committed to providing great administrative support, we would love to hear from you!

Working Pattern: Tuesday, Thursday, Friday.

Main duties of the job

Reporting into the Service Coordinator, your responsibilities will include:

• Provide efficient administrative support to the clinical team
• Manage incoming mail and action on correspondence
• Respond to enquiries from patients, GPs, consultants, and external bodies
• Update patient records, ensuring accuracy
• Type medical correspondence, clinic letters and medico-legal reports
• Coordinate investigations and follow-up work for the clinical team, presenting results to clinical staff
• Help with meetings, including minute-taking and providing administrative support
• Help prepare medical documents such as discharge summaries and ensure appropriate documentation storage
• Support inductions for new colleagues, allocate tasks to support staff, and arrange necessary resources like interpreters

Working for our organisation

At Sheffield Children’s, our purpose is clear: to provide healthier futures for children and young people. Our three strategic aims are:

1. Outstanding Patient Care
2. Brilliant Place to work
3. Leaders in Children’s Health

We work 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.

Sheffield Children's provides great benefits to support your wellbeing, with excellent annual leave and pension schemes, health programmes, and exclusive discounts—helping you succeed at work and beyond.

Detailed job description and main responsibilities

For more information on the main responsibilities for this post, please refer to the job description and person specification.

Please note that Sheffield Children's uplift pay to meet the Real Living Wage, which is £12.60 per hour.

Diversity Statement

At Sheffield Children’s, we are committed to creating an inclusive environment that celebrates diversity and supports everyone’s success. We prioritise Equality, Diversity, and Inclusion in our recruitment practices, creating a welcoming space for people of all backgrounds, including ethnic minorities, individuals with disabilities, and LGBTQ+ members.

Together, we’re building a workplace where everyone belongs.

#LI-Hybrid

Person specification

Qualifications

• 4 GCSEs Grace C or above including English
• RSA III Typing / Word Processing or equivalent qualification or experience

• NVQ2 in Business Administration or equivalent

Experience

• Audio Typing experience
• Experience of working in a multi-disciplinary team
• Experience of working with filing systems
• Experience of good customer or patient care
• Experience of working with difference computer software eg email, internet
• Experience of scheduling /co-ordination of activities and / or resources

• Medical Secretarial experience
• Previous NHS experience
• Experience with NHS / Healthcare software systems
• Experience of working with confidential material

Knowledge and Skills

• Understanding and knowledge of Caldicott and Data Protection Act
• Good verbal and written communication skills with team / clients / relatives using tact when required
• Ability to deal with conflict
• Good time management skills with the ability to work to prioritise work according to deadlines
• Ability to engage with and motivate others
• high standard of accuracy
• Able to work as part of a team and under own initiative
• Strong analytical skills
• Ability to establish and maintain effective working relationships

• Knowledge of medical terminology
• Understanding of the 18 week Referral to Treatment (RTT) process

Personal Attributes

• Adaptable to change
• Attention to detail and accuracy