Secretarial Team Leader

Job Summary

Permanent | 22.5hrs per week

We are looking for a Secretarial Team Leader to support the Surgery and Critical Care Directorate at Sheffield Children's, covering ENT/Plastics, Neurosurgery, Trauma & Orthopaedics, Paediatric Surgical Unit and Ophthalmology. You will work as Senior Medical Secretary, providing essential administrative support to the clinical teams, and the daily supervision of administrative team members.

You will ensure all clinical correspondence is produced to standard, helping the team meet 18 week referral to treatment targets and maintain efficient patient pathways. You will also manage schedules, handle complex enquiries, and ensure administrative tasks are completed on time.

If you're enthusiastic, conscientious, and able to manage a busy workload, we welcome your application!

Main duties of the job

Reporting Into The Service Coordinator, Your Responsibilities Will Include:

• Provide senior medical secretarial support to the clinical team.
• Oversee and allocate work to administrative staff, ensuring completion of tasks.
• Ensure clinical correspondence meets local and national standards.
• Help manage diaries, appointments, and meeting arrangements for the consultants.
• Handle complex enquiries from patients, families, GPs, and external agencies.
• Monitor patient pathways and help ensure compliance with referral-to-treatment targets.
• Support staff training, development, and performance reviews.
• Maintain accurate patient information in the Patient Administration System (PAS).
• Supervise your specialty team ensuring timely production of clinical correspondence to facilitate compliance with 18 week referral to treatment targets.

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 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.

Date posted: 21 March 2025

Pay scheme: Agenda for change

Band: Band 4

Salary: £26,530 to £29,114 a year per annum pro rata

Contract: Permanent

Working pattern: Part-time

Reference number: 425-25-7042238

Job locations: Sheffield Children's NHS Foundation Trust, Western Bank, Sheffield, S10 2TH

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.

Recognising that inclusivity is an ongoing effort, we review our processes and welcome feedback to enhance our practices. A diverse team strengthens our organisation and the quality of care we deliver.

Qualifications

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 focused 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

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

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.

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.

Employer details

Employer name: Sheffield Children’s NHS Foundation Trust

Address: Sheffield Children's NHS Foundation Trust, Western Bank, Sheffield, S10 2TH

Employer's website: https://www.sheffieldchildrens.nhs.uk/