Job summary
- Main area
- Admin
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday-Friday 9am-5pm)
- Job ref
- 457-25-7194449
- Employer
- Sheffield Health & Social Care NHS Foundation Trust
- Employer type
- NHS
- Site
- Michael Carlisle Centre
- Town
- Sheffield
- Salary
- £24,625 - £25,674 per annum
- Salary period
- Yearly
- Closing
- 01/06/2025 23:59
Employer heading
Clinical Administrator
NHS AfC: Band 3
About us
At Sheffield Health and Social Care NHS Foundation Trust we provide a range of mental health, learning disability, substance misuse, primary care and other specialist services designed around the needs of people in our city.
We have a dedicated and skilful team of people caring in Sheffield, which you could become a part of.
Our values are at the heart of everything we do. These are: working together for our service users, respect and kindness, everyone counts, commitment to quality, improving lives.
Job overview
Sheffield Porterbrook Gender Identity Clinic is looking for two clinical administrators who will provide a high standard of admin support to a busy team.
We are seeking someone who can work with others and as a part of a team to support our clinical staff and who are interested in providing excellent service to our patients, who are at the heart of what we do.
We are looking for someone who can provide clinical secretarial support, and also for someone who can learn admin processes such as referrals, booking appointments and sending letters.
Main duties of the job
The clinical administrator will be responsible for:
Providing dedicated administration/secretarial support to medical staff
within the service
Providing administration/secretarial support to other clinical staff groups
Processing referrals or transfers, ensuring associated activity on the
patient information system and Outlook and any produce any related
correspondence accurately and timely
Management of clinics of across the service, including scheduling and
cancelling appointments and ensuring associate correspondence is
accurate and timely
Typing and transcribing clinic letters and reports
Working for our organisation
At SHSC, we prioritise the well-being and safety of both our service users and employees. It is our policy and a condition of employment that all employees must join the DBS Update Service. This service carries an annual fee, which employees are responsible for paying up front. However, employees may claim this cost back through the Trust's Employee Expenses Reimbursement Policy. For those requiring a Basic DBS check, it is necessary to register for a DBS Online Account.
Detailed job description and main responsibilities
Dedicated admin support for clinical staff
The provision of an effective admin service to medical staff and wider
multi-disciplinary team including typing letters, reports, email, audio
transcription and completion of appropriate forms within the Patient
Admin System (Rio).
Deal with incoming correspondence, checking information received and
responding where appropriate.
Maintain an electronic diary and personal appointment system for
medics as required.
Organise meetings, booking rooms/venues, arranging hospitality where
appropriate.
Supports meetings chaired and attended by medics/clinicians/wider
team and to be sensitive to the issues under discussion, preparing
agendas/supporting documentation and taking notes/minutes as
required. Meetings may involve internal and external participants.
Assist in the completion and processing of study leave and annual
leave applications.
Administering travel records, claims and administration of staff mileage
claims.
Completion of relevant e-forms on behalf of the team.
Referral/Transfer Management
Receiving and processing of referrals into service, including the
completion of all tasks associated with the activity.
Support the Pathway Co-ordinator to ensure that waiting lists are
managed effectively and patients are offered appointments within
target times.
Monitoring all methods of receiving incoming referrals/transfers – e.g.
email, voicemail, post etc.
Clinical pathway administration
Clinic booking, rescheduled and cancelling appointments, including
medic clinics (Consultant, Speciality doctor, junior docs) and all other
clinic structures.
Understand medical students’ availability for clinics and schedule
accordingly.
Request clinic letters and test results as and when required.
Processing pathway clinic outcomes to support patient throughput.
Communication
Dealing with incoming telephone calls, taking messages where
appropriate. This will sometimes involve dealing with urgent or
challenging situations.
Accurate data inputting various forms, formats, and systems including
Insight.
Operation of internal information systems ensuring accurate and up to
date information is processed and maintained.
Typing – Team typing, Report typing, Medics letters, Bighand dictation.
Processing correspondence.
Liaising with clinicians and other colleagues.
Phone calls: effective message taking, field calls, diverting calls, use of
Insight to retrieve information.
Outcomes from triage assessments and appointments. e.g. discharge,
sending letters etc.
Liaising with service users, carers, GPs, voluntary agencies, and a
wide range of medical, nursing, and other staff both internal and
external.
Finance and Resources
Reimburse service user travel expenses, following service protocol for
the management of petty cash required.
Management/Human Resources
Maintain a flexible and responsive approach to tasks whist self-directing workload through careful time management within broad
procedural guidelines.
Demonstrate activities and provide support for newer or less
experienced members of staff within the team.
Other/General Admin
Maintain and update existing electronic or hard copy filing systems.
Cross cover for colleagues within the service as required.
The post holder will be expected to support and adhere to general
building protocols in relation to health, safety and security.
Service Development
Responsible for the ensuring that Trust policies are followed within the
service(s) and propose improvements to administrative policies and
process to ensure smooth running of the function.
Person specification
Knowledge and skills
Essential criteria
- Excellent communication skills, including telephone manner and face to face
- Ability to learn new processes and pay attention to detail
- Ability to work flexibly and adapt to the varying demands of the role
- Ability to prioritise and manage own workload
Training and Qualifications
Essential criteria
- Good standard of education at GCSE level or higher
- RSA Word Processing/Typing or equivalent
Desirable criteria
- Understanding of basic Excel functionality
Experience
Desirable criteria
- Previous experience of working within the NHS or healthcare environment
Other
Essential criteria
- Respect for diversity and able to demonstrate this in day to day work with the service
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Wendy Clark
- Job title
- Admin Co-ordinator
- Email address
- [email protected]
- Telephone number
- 0114 2716671
- Additional information
Tuesday-Thursday
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