Secretarial Team Leader

Job summary

Permanent jobshiringnearme.org 15 hrs per week (Thurs & Fri) jobshiringnearme.org Hybrid

We are looking for a Secretarial Team Leader to work with our Respiratory/Sleep team. You will work as Senior Medical Secretary, providing essential administrative support to the clinical team, 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.

We’re looking for someone who is:

• Educated to GCSE level or equivalent experience
• Experienced in a range of secretarial processes
• Enthusiastic, conscientious, and able to manage a busy workload

If you’d like to join our team and want to help us make a difference to the lives of our young patients, we’d love to hear from you!

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).

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, and Leaders in Children’s Health.

We work with partners across local, regional, and national levels to deliver physical and mental healthcare in both acute and community settings. Many of our clinicians are nationally and internationally recognised for their expertise.

We’re proud that 73% of colleagues would recommend Sheffield Children’s as a place to work, placing us among the top five NHS trusts in England — and the top-ranked trust in the North East and Yorkshire — in the latest NHS Staff Survey.

Our nearly 4,000 colleagues bring our CARE values — Compassion, Accountability, Respect, and Excellence — to life every day, creating a kind, welcoming environment where patients and families feel safe and supported.

As we approach our 150th anniversary in 2026, we’re excited to keep building our leadership in children’s health, improve experiences for patients and staff, and focus on our communities and population health.

We also offer excellent benefits to support your wellbeing, with generous annual leave and pension schemes, health and wellbeing programmes, and exclusive discounts — helping you thrive at work and beyond.

Details

Date posted

12 June 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time, Job share

Reference number

425-25-7199664

Job locations

Sheffield Children’s NHS Foundation Trust

Western Bank

Sheffield

S10 2TH

Job description

Job 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 Childrens, we are committed to creating an inclusive environment that celebrates diversity and supports everyones 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. For ideas on how we can improve, please contact our Recruitment Manager at scn-tr.recruitment.team@nhs.net. Together, were building a workplace where everyone belongs.

#LI-Hybrid

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

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.

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).

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/ (Opens in a new tab)

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