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Medical Secretary Supervisor

On-site in Sheffield·Added today (last checked 9 Nov)

Sheffield Teaching Hospitals NHS Foundation Trust

37 open roles

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Our summary

Salary: £28,392 - £31,157 a year
About £2,000 - £2,160 a month after tax.
Work mode: On-site, Sheffield
Experience: 3+ years
Closing date: Apply by Sunday 15 November

Skills

Microsoft Office

Nice to have

The role

Job summary

An exciting opportunity has become available for a motivated and enthusiastic individual to join our friendly and supportive Musculoskeletal (MSK) Service.

We are seeking a highly organised individual to join our secretarial team, providing efficient, professional and comprehensive administrative and secretarial support to a team of consultants. The role will contribute directly to the delivery of high-quality patient care by supporting consultants with both their clinical and non-clinical responsibilities. The successful candidate will also undertake supervisory responsibilities for Band 3 Support Secretaries and Audio Typists, overseeing workloads, attendance, performance, staff development, recruitment and induction activities, while ensuring departmental standards and service objectives are met.

A strong understanding of confidentiality and information governance is essential, together with previous experience in an administrative environment. Applicants must have significant medical secretarial and supervisory experience, with the ability to effectively manage workloads, support colleagues and contribute to the continued development of the team.

Applicants should possess excellent IT skills and experience using hospital-based or electronic patient record systems. This role is ideal for an individual committed to delivering a high-quality service and supporting consultants and the wider administrative team.

Main duties of the job

Please refer to the job description for full details.

Provide comprehensive medical secretarial and administrative support to consultants, ensuring an efficient and high-quality service. Supervise and support Band 3 Support Secretaries and Audio Typists, providing day-to-day leadership and workload management. Manage staff performance, attendance, appraisals, training and development, supporting a positive and productive team culture. Coordinate clinical correspondence and patient administration, ensuring accuracy and compliance with Trust standards and timescales. Monitor service performance and contribute to the continuous improvement of secretarial processes and patient pathways.

About us

This vacancy is advertised on a fixed term contract basis for a period of 12 months due to the short term funding for the role. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts taking into consideration the ongoing source of the funding and the requirement for the post to be maintained.

Please note all existing NHS staff will only be considered on a secondment basis. This must first be agreed with your current line manager.

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.

Person Specification

Educationa and Qualifications

Essential

GCSE English Language and Mathematics Grade C/4 or above or equivalent qualifications or experience.
NVQ Level 3, OCR/RSA Level 3, ECDL, or equivalent qualification and/or relevant experience.
Supervisory or management qualification (e.g. ILM Level 3) or equivalent knowledge and experience gained through practice.

Desirable

AMSPAR Medical Secretary Diploma or significant relevant experience working as a medical secretary.
IT Qualification such as ECDL.

Experience

Essential

Significant experience of working in an NHS setting
Experience of working with NHS data systems
Experience of secretarial, administrative and clerical tasks, including diary management.
Experience of working in a busy office environment with an understanding of administrative and clerical procedures.
Demonstrable track record achieving deadlines and targets
Audio typing experience
Proven experience in agenda preparation, minute taking, and documenting meeting actions and outcomes.
Patient pathways/18 week RTT knowledge
Responsible for ordering and maintaining office supplies/stationery
Experience using Microsoft Office and similar I.T. packages.
Relevant staff Management experience.

Desirable

Working knowledge of the Connect patient administration system (or similar)
Knowledge of medical terminology.
Medical audio typing experience.
Experience working with STH HR policies.
Previous experience of placing orders via Integra finance system or similar system.

Further Training

Essential

Willingness to undertake training as required by specific post

Desirable

Commitment to continuing personal development

Special skills/aptitudes

Essential

Excellent written and verbal English language communication skills
Excellent standard of spelling and grammar
A positive, polite and professional attitude to meet service needs with good demonstrable customer service skills.
Excellent I.T. literacy and keyboard skills including the use of Microsoft Office software packages
Ability to work under pressure in a fast-paced environment
Good organisational skills and ability to work to deadlines
Ability to work both independently and as part of a team
Working knowledge of confidentiality, related legislation and codes of practice

Desirable

Methodical and accurate approach to working
Medical secretarial qualification and/or training

Other Factors

Essential

Willingness to work flexibly when required.
Willingness and ability to travel to other hospital sites when required.

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.

Certificate of Sponsorship

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).