Secretarial Team Leader

NHS

  • Sheffield
  • £27,485-30,162 per year
  • Permanent
  • Part-time
  • 4 days ago
Permanent | 15 hrs per week (Thurs & Fri) |Please note this is not a hybrid role.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!If you would like further information about this role we strongly recommend that you get in contact with the manager as soon as possible.Main duties of the jobReporting 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 usAt 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.DetailsDate posted28 August 2025Pay schemeAgenda for changeBandBand 4Salary£27,485 to £30,162 a year per annum pro rataContractPermanentWorking patternPart-time, Job shareReference number425-25-7199664-BJob locationsSheffield Children's NHS Foundation TrustWestern BankSheffieldS10 2THJob descriptionJob responsibilitiesFor 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 StatementAt 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 Job descriptionJob responsibilitiesFor 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 StatementAt 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-HybridPerson SpecificationQualifications and TrainingEssential
  • 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
ExperienceEssential
  • 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 SkillsEssential
  • 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 AttributesEssential
  • Attention to detail
  • Effective team worker
  • Ability to exercise initiative and self-judgement
  • Adaptable to change
Person SpecificationQualifications and TrainingEssential
  • 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
ExperienceEssential
  • 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 SkillsEssential
  • 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 AttributesEssential
  • Attention to detail
  • Effective team worker
  • Ability to exercise initiative and self-judgement
  • Adaptable to change

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