Job Description

Permanent | Full TimeWe are looking for someone to join our Paediatric Surgical Unit team within the Surgery and Critical Care Division at Sheffield Children's.You will deliver administrative support to the clinical team, serving as an important liaison between the Trust, patients, GPs, and healthcare professionals. Responsibilities include managing correspondence, updating patient records, coordinating investigations, booking appointments, preparing medical documents, and supporting meetings and training for new colleagues.About You: You will be comfortable engaging with others in verbal and written formats, understand patient confidentiality requirements, and be proficient in IT systems and office software.If you are conscientious and committed to providing great administrative support, we would love to hear from you!Main duties of the jobReporting into the Service Coordinator, your responsibilities will include:Provide efficient administrative support to the clinical teamManage incoming mail and action on correspondenceRespond to enquiries from patients, GPs, consultants, and external bodiesUpdate patient records, ensuring accuracyType medical correspondence, clinic letters and medico-legal reportsCoordinate investigations and follow-up work for the clinical team, presenting results to clinical staffHelp with meetings, including minute-taking and providing administrative supportHelp prepare medical documents such as discharge summaries and ensure appropriate documentation storageSupport inductions for new colleagues, allocate tasks to support staff, and arrange necessary resources like interpretersAbout 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
• 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 posted25 April 2025Pay schemeAgenda for changeBandBand 3Salaryxc2xa324,625 to xc2xa325,674 a year per annumContractPermanentWorking patternFull-timeReference number425-25-7082587Job 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 xc2xa312.60 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 Catherine.Gilbert7@nhs.net. Together, were building a workplace where everyone belongs. 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 xc2xa312.60 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 Catherine.Gilbert7@nhs.net. Together, were building a workplace where everyone belongs.Person SpecificationQualificationsEssential

• 4 GCSEs Grace C or above including English
• RSA III Typing / Word Processing or equivalent qualification or experience

Desirable

• NVQ2 in Business Administration or equivalent

ExperienceEssential

• Audio Typing experience
• Experience of working in a multi-disciplinary team
• Experience of working with filing systems
• Experience of good customer or patient care
• Experience of working with difference computer software eg email, internet
• Experience of scheduling /co-ordination of activities and / or resources

Desirable

• Medical Secretarial experience
• Previous NHS experience
• Experience with NHS / Healthcare software systems
• Experience of working with confidential material

Knowledge and SkillsEssential

• Understanding and knowledge of Caldicott and Data Protection Act
• Good verbal and written communication skills with team / clients / relatives using tact when required
• Ability to deal with conflict
• Good time management skills with the ability to work to prioritise work according to deadlines
• Ability to engage with and motivate others
• high standard of accuracy

Desirable

• Knowledge of medical terminology
• Understanding of the 18 week Referral to Treatment (RTT) process

Personal AttributesEssential

• Adaptable to change
• Attention to detail and accuracy

Person SpecificationQualificationsEssential

• 4 GCSEs Grace C or above including English
• RSA III Typing / Word Processing or equivalent qualification or experience

Desirable

• NVQ2 in Business Administration or equivalent

ExperienceEssential

• Audio Typing experience
• Experience of working in a multi-disciplinary team
• Experience of working with filing systems
• Experience of good customer or patient care
• Experience of working with difference computer software eg email, internet
• Experience of scheduling /co-ordination of activities and / or resources

Desirable

• Medical Secretarial experience
• Previous NHS experience
• Experience with NHS / Healthcare software systems
• Experience of working with confidential material

Knowledge and SkillsEssential

• Understanding and knowledge of Caldicott and Data Protection Act
• Good verbal and written communication skills with team / clients / relatives using tact when required
• Ability to deal with conflict
• Good time management skills with the ability to work to prioritise work according to deadlines
• Ability to engage with and motivate others
• high standard of accuracy

Desirable

• Knowledge of medical terminology
• Understanding of the 18 week Referral to Treatment (RTT) process

Personal AttributesEssential

• Adaptable to change
• Attention to detail and accuracy

NHS