Sheffield Teaching Hospitals NHS Foundation Trust

Departmental Secretary (Neonatology)

The closing date is 31 August 2025

Job summary

An exciting opportunity has arisen to join our Neonatology Department at the Jessop Wing as a Departmental Secretary. In this key role, you will provide high-quality secretarial and administrative support to a number of consultants, acting as their main point of contact and ensuring the smooth running of their schedules and clinical administration.

We are seeking an organised, adaptable professional with strong communication skills, excellent attention to detail, and the ability to prioritise in a busy environment. Experience in a healthcare setting and familiarity with hospital IT systems would be an advantage.

Main duties of the job

You will be responsible for preparing clinics, managing diaries, typing clinical and general correspondence, and maintaining accurate patient records. The role also involves liaising with patients, carers, healthcare professionals, and colleagues across the Trust to support seamless care. No two days are the same and your work will span from organising meetings to supporting clinical processes, all contributing to excellent patient outcomes.

About us

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its employees. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Details

Date posted

18 August 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year pa/pro rata for part time staff

Contract

Permanent

Working pattern

Full-time

Reference number

190-0744-DIR-S

Job locations

Sheffield Teaching Hospitals

Tree Root Walk

Broomhall, Sheffield

S10 2SF


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

Qualifications

Essential

  • 5 GCSE's or more including Maths and English) at grade C/4 or above (or equivalent demonstrable experience)
  • OCR/RSA Stage III typewriting/word processing qualification or equivalent demonstrable experience

Desirable

  • Medical word processing qualification
  • NVQ II Administration

Experience

Essential

  • Relevant secretarial experience
  • Relevant experience of audio and copy typing
  • Experience of database and spreadsheet management
  • Experience of providing phone-based customer service to the public
  • Experience of using administrative systems
  • Excellent computer skills including standard office packages and e-mail
  • Experience of working effectively with colleagues from a range of disciplines and levels of seniority
  • Experience of exercising initiative and demonstrating innovative approaches within overall delegated responsibility and parameters
  • Determination and resilience in meeting objectives and deadlines.
  • Experience of maintaining a fast pace of work

Desirable

  • Experience in using an Electronic Patient Record System (e.g. Connect)
  • Typing and circulating minutes
  • Knowledge of medical terminology
  • Experience of database and spreadsheet management
  • Diary management (electronic and paper versions)
  • Previous experience of working within neonatal or paediatric environment

Further training

Essential

  • A willingness to undertake training as required to deliver the duties of the post

Desirable

  • Proof of continuous self-development

Special Skills / Aptitudes

Essential

  • Excellent communication skills both written and verbal
  • Excellent organisational skills with a methodical and flexible approach
  • Ability to work as part of a multi-disciplinary team
  • Proactive and selfmotivated attitude
  • Evidence of ability to prioritise own workloads
  • Excellent attention to detail
  • Ability to work under limited supervision
  • Flexible to meet the needs of the service
  • Clear understanding of patient confidentiality
Person Specification

Qualifications

Essential

  • 5 GCSE's or more including Maths and English) at grade C/4 or above (or equivalent demonstrable experience)
  • OCR/RSA Stage III typewriting/word processing qualification or equivalent demonstrable experience

Desirable

  • Medical word processing qualification
  • NVQ II Administration

Experience

Essential

  • Relevant secretarial experience
  • Relevant experience of audio and copy typing
  • Experience of database and spreadsheet management
  • Experience of providing phone-based customer service to the public
  • Experience of using administrative systems
  • Excellent computer skills including standard office packages and e-mail
  • Experience of working effectively with colleagues from a range of disciplines and levels of seniority
  • Experience of exercising initiative and demonstrating innovative approaches within overall delegated responsibility and parameters
  • Determination and resilience in meeting objectives and deadlines.
  • Experience of maintaining a fast pace of work

Desirable

  • Experience in using an Electronic Patient Record System (e.g. Connect)
  • Typing and circulating minutes
  • Knowledge of medical terminology
  • Experience of database and spreadsheet management
  • Diary management (electronic and paper versions)
  • Previous experience of working within neonatal or paediatric environment

Further training

Essential

  • A willingness to undertake training as required to deliver the duties of the post

Desirable

  • Proof of continuous self-development

Special Skills / Aptitudes

Essential

  • Excellent communication skills both written and verbal
  • Excellent organisational skills with a methodical and flexible approach
  • Ability to work as part of a multi-disciplinary team
  • Proactive and selfmotivated attitude
  • Evidence of ability to prioritise own workloads
  • Excellent attention to detail
  • Ability to work under limited supervision
  • Flexible to meet the needs of the service
  • Clear understanding of patient confidentiality

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

Tree Root Walk

Broomhall, Sheffield

S10 2SF


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

Tree Root Walk

Broomhall, Sheffield

S10 2SF


Employer's website

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

Employer contact details

For questions about the job, contact:

Assistant Service Manager

Dawn Grayson

dawngrayson@nhs.net

01142268382

Details

Date posted

18 August 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year pa/pro rata for part time staff

Contract

Permanent

Working pattern

Full-time

Reference number

190-0744-DIR-S

Job locations

Sheffield Teaching Hospitals

Tree Root Walk

Broomhall, Sheffield

S10 2SF


Supporting documents

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