About this role
Job summary
We are seeking a motivated and enthusiastic individual to join our dynamic MSK Care Group.
This is an exciting opportunity to play a key role within a busy and supportive team that provides vital administrative support to clinicians across Trauma & Orthopaedics and the Spinal Surgery Service. As a central member of our team, you will help guide and support our clerical officers, ensuring the smooth delivery of high-quality patient care.
In this varied and rewarding role, you will oversee patient administration processes and work proactively to develop and improve these in line with Trust policies. Your contribution will be essential in ensuring the service operates with maximum efficiency and effectiveness.
We are looking for someone who can inspire and engage their team, drive results, and champion new ways of working. Strong communication skills are essential, as you will liaise closely with clinical teams, senior managers, and colleagues across the organisation.
The ideal candidate will be highly organised, able to prioritise a busy workload, and confident using their initiative to support the delivery of a comprehensive outpatient and trauma service.
A good understanding of RTT pathways and/or previous experience in a senior clerical role would be a strong advantage.
Main duties of the job
Support the delivery of efficient outpatient services by monitoring waiting lists, clinic capacity and RTT pathways, escalating issues where needed.
Responsible for the efficient running of outpatient services by managing and monitoring clinic schedules and appointment activity.
Assist with managing clinic bookings, reviewing DNA and cancellation rates, and helping to implement improvements.
Provide day-to-day coordination and guidance to the administrative team, supporting training, workload planning and ensuring tasks are completed on time.
Maintain accurate patient records and ensure all information is updated, stored and managed in line with Trust standards.
Use electronic systems confidently for correspondence, clinic management and retrieving patient information.
Build positive working relationships with clinical teams and colleagues to support smooth service delivery.
Lead in recruitment, selection, competencies and appraisal process for A&C staff . Lead for first line management of absence or disciplinary action.
About us
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.
MSK Services at Sheffield Teaching Hospitals is a diverse care group with a delegated structure, operating independently with a multi-disciplinary leadership team. The care group is born out of an innovative commissioning structure based around outcomes, bringing all AHP, medical and surgical MSK specialties under one clinical pathway from primary care to tertiary treatment ensuring patients are assessed and treated by the appropriate team in a timely fashion.
This vacancy is advertised on a fixed term contract basis for the maximum period of12 months. Where there is potential, the secondment/fixed term contract may finish early, or in the first instance, the secondment/fixed term contract may be extended due to the internal/external secondment of the substantive post holder. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and secondments in relation to the substantive post holder.
Please note all existing NHS staff will only be considered on a secondment basis. This must first be agreed with your current line manager.
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 at Grade 4/C in English and Maths (or equivalent qualifications) or equivalent experience NVQ Level 2 in Business & Administration or equivalent experience
Desirable
ECDL or other relevant IT related qualification Evidence of Continuous Professional Development via personal development plans/file. ILM Leadership & Management Development - Level III
Special Skills/Aptitudes Essential
Experience of working with patient tracking lists Understanding of data protection issues and the ability to maintain confidentiality Excellent communication skills, with ability to deal with staff at all levels Displays use of initiative with effective organisational skill Ability to prioritise and work to strict/conflicting deadlines
Experience Essential
Experience of significant administration and coordination experience Experience of supervising an administrative team including all aspects of workforce processes such as recruitment, appraisal, disciplinary procedures and managing attendance Evidence of clinic coordination and utilisation management. Experience of working in a public facing role. Demonstrable track record of meeting deadlines and targets by prioritising workloads Experience of allocating team tasks and workloads ensuring all areas are covered Working knowledge of Microsoft Office packages including Outlook, Excel and Word Knowledge of / experience of using information and/or customer service systems
Desirable
Relevant experience within the NHS Awareness of NHS policies Experience of Lorenzo / ICE results / CRIS / Radiology Tracking / ERS / E-Whiteboard
Further Training Essential
Working knowledge of confidentiality related legislation and Codes of Practice, including Data Protection Act (1998), Freedom of Information Act 2000), Duty of Candour (2015), GDPR (2016) and Caldicott Guidelines (1997)
Desirable
Knowledge of clinical and corporate governance
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
Employer's website https://www.sth.nhs.uk (Opens in a new tab)