Neurosurgery Support Secretary

Employer Sheffield Teaching Hospitals NHS Foundation Trust

Employer type NHS

Site Royal Hallamshire Hospital

Town Sheffield

Salary £24,071 - £25,674 pa/pro rata for part time staff

Salary period Yearly

Closing 14/04/2025 23:59

Interview date 23/04/2025

Neurosurgery Support Secretary

NHS AfC: Band 3

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes, health and wellbeing packages, and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.

Job overview

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.

Working for our organisation

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.

Detailed job description and main 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

• 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.
• Business Administration NVQ Level 2.

Experience

• Accuracy of spelling and grammar.
• Experience working in a clerical environment.
• Audio typing experience.
• Experience of Trust data systems.
• Interest in supporting multidisciplinary team meetings.
• NHS experience.

Further Training

• Clear understanding of patient confidentiality.
• Awareness of medical records issues e.g. Data Protection.
• 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.
• Experience of dealing with upset/frustrated patients over the phone.

Other Factors

• Ability to work efficiently on own initiative and as part of a team.
• Flexibility to cover the needs of the service.

Candidates are advised to read the attached guidance on using AI technology. When you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.

When selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.

You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. All communications should be sent via your Trac system account.

If you are offered employment at Sheffield Teaching Hospitals your information will be transferred from the Trac recruitment system into the national NHS Electronic Staff Records system. In addition, in submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.

Please note, all communication regarding your application will be made via email sent via the Trac recruitment system, please ensure you check your junk/spam folders as emails are sometimes filtered there.

The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.

Employer certification / accreditation badges

Name Holly Haystead/Chris Griffiths

Job title Neurosurgery Service Co-ordinators

Email address h.haystead1@nhs.net

Telephone number 0114 2261041

Additional information

For informal visit requests please contact Holly Haystead or Chris Griffiths.