About this role
Job summary
The Renal/Transplant Matrons Secretary provides a comprehensive, confidential, and efficient secretarial and administrative service to the Renal and Transplant Matrons, supporting the effective management, clinical governance, and day-to-day operation of the Directorate.
The role serves as the first point of contact for the Matrons, managing communications, coordinating diaries, organising meetings, maintaining records, and supporting recruitment and governance processes.
The post holder works closely with multidisciplinary teams to ensure high standards of administrative support that contribute to the delivery of safe, high-quality patient care.
Main duties of the job
Act as the first point of contact for the Matrons, handling enquiries professionally and confidentially. Manage complex diaries, prioritise appointments, and coordinate meetings, venues, agendas, and minute taking. Produce high-quality correspondence, reports, presentations, and meeting documentation. Arrange Root Cause Analysis (RCA) and Mortality & Morbidity meetings in support of clinical governance. Coordinate travel, accommodation, training, and hospitality arrangements. Maintain filing systems, including staff personnel records and confidential documentation. Support recruitment by preparing vacancy documentation and liaising with Human Resources. Update NHS systems such as ESR and DATIX and maintain accurate administrative records. Organise charitable trust donations in line with Trust policies. Collect patient notes, scan documents to the Electronic Patient Record (EPR), contact patients regarding appointments, organise transplant antibody testing, and prepare patient information packs. Provide administrative cover for other Directorate secretaries during periods of absence. Ensure compliance with confidentiality, data protection, health and safety, and information governance policies
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 staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
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
GCSE English Language Grade C/4 or above or equivalent qualifications/experience Typewriting/secretarial qualification or equivalent qualification/experience.
Desirable
NVQ3, RSA3, ECDL or equivalent experience or qualifications
Experience Essential
Experience of secretarial, administrative and clerical tasks. Experience of working in a busy office environment with an understanding of administrative and clerical procedures.
Desirable
Experience of working in the NHS in a medical or patient environment.
Further Training Essential
Working knowledge of Microsoft Office packages.
Desirable
Knowledge of NHS systems
Special Skills/Aptitudes Essential
Ability to organise and prioritise a wide range of tasks, meeting deadlines and to work unsupervised. Ability to communicate effectively, with a clear speaking voice. Ability to work both independently and as part of a team. Good attendance and time-keeping. Flexibility in approach to changes in service needs. Ability to be pro-active, show initiative and take responsibility. To maintain and understand the importance of confidentiality in the work environment. Ability to understand and adhere to Equal Opportunities Policy.
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 Northern General Hospital
Herries Road
Sheffield
S5 7AU
United Kingdom
Employer's website https://www.sth.nhs.uk (Opens in a new tab)