Medical Secretary Supervisor

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Sheffield Teaching Hospitals NHS Foundation Trust Medical Secretary Supervisor

The closing date is 08 November 2026

Apply for this job

Job summary

This is an exciting opportunity to work within the Osteoporosis service based at the Metabolic Bone Centre, Northern General Hospital .

We are looking for an enthusiastic individual to join our secretarial team to actively support the provision of an efficient, high quality and comprehensive secretarial and administrative service to a team of consultants to aid their direct clinical care and their wider non-clinical duties.

The successful candidate will have a methodical approach to work, be extremely well organised and have a flexible attitude incorporating the Trust PROUD values.

With a clear understanding of patient confidentiality as well as a background in an administrative setting this post would ideally suit an individual wanting to further their experience in a secretarial background.

Previous experience would be advantageous.

Effective computer skills are essential and experience of using a hospital computer system would also be desirable.

Main duties of the job

To work closely with the medical secretary team to ensure a seamless level of support to all medical and nursing staff within your area of responsibility in line with existing and changing requirements.

To support a team of Metabolic Bone/Osteoporosis Consultants and the department by undertaking a comprehensive secretarial and administrative service.

To be the first point of contact for patients, relatives, carers, GPs, consultants (internal and external), medical staff, community and nursing staff, administrative staff, local ICB's, (in accordance with Trust guidelines), using judgement to establish the validity and priority of the contact.

To type patient correspondence and accurately maintain records of patient correspondence.

To maintain an effective investigation tracking system to actively ensure that all outstanding tests are followed up. On receipt of urgent results, ensure that they are communicated to the relevant person and follow up is arranged.

The post holder will ensure workload is managed in a timely and accurate manner, with meticulous attention to detail with escalation of any capacity or target issues.

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.

Details

Date posted

28 October 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year pa/pro rata for part time staff

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

190-1486-DIR-S-A

Job locations

Sheffield Teaching Hospitals

Herries Road

Sheffield

S5 7AU

United Kingdom

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.

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.

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).

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 Teaching Hospitals NHS Foundation Trust

Address

Sheffield Teaching Hospitals

Herries Road

Sheffield

S5 7AU

United Kingdom

Employer's website

https://www.sth.nhs.uk (Opens in a new tab)

Employer details

Employer name

Sheffield Teaching Hospitals NHS Foundation Trust

Address

Sheffield Teaching Hospitals

Herries Road

Sheffield

S5 7AU

United Kingdom

Employer's website

https://www.sth.nhs.uk (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Deputy Service Manager

Mel Porteous

[email protected]

01142268749

Details

Date posted

28 October 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year pa/pro rata for part time staff

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

190-1486-DIR-S-A

Job locations

Sheffield Teaching Hospitals

Herries Road

Sheffield

S5 7AU

United Kingdom

Supporting documents

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Sheffield Teaching Hospitals NHS Foundation Trust's privacy notice (opens in a new tab)

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