Admin Support Officer

NHS; Sheffield; On-site; GBP 24,000 - 26,000; Full time

Job summary

An exciting opportunity to join a dedicated team within a busy clinical area, providing essential administrative support to clinicians. This role offers a chance to make a meaningful impact by ensuring smooth operations in the Sheffield Adult Autism Neurodevelopmental Service. The ideal candidate will be organized, compassionate, and able to communicate effectively with a diverse range of individuals. You'll play a key role in managing referrals, scheduling appointments, and maintaining accurate records, all while working in a supportive environment that values your contributions. If you're looking to advance your career in healthcare administration, this is the perfect opportunity for you.

Benefits

Training and Education Opportunities

Supportive Team Environment

Access to Research Involvement

Qualifications

• Good standard of education at GCSE level or higher.
• Previous admin/secretarial experience in a similar role.

Responsibilities

• Provide effective admin support to medical staff and the multi-disciplinary team.
• Manage incoming referrals and appointments efficiently.

Skills

Administrative Skills

Communication Skills

Time Management

Compassionate Approach

Education

GCSE in English Language

GCSE in Maths

Tools

Patient Admin System

Microsoft Excel

Job description

Job summary

Previous applicants need not apply.

Please note, due to the high demand of applicants, this job may close early if it reaches a certain amount of applications.

An exciting opportunity has arisen for a highly efficient administrator to join the Sheffield Adult Autism Neurodevelopmental Service Lyndhurst Road, Sheffield. This is a great time to join this busy and friendly team, where you will have a great opportunity to make an effective contribution within a busy clinical area to support excellent care delivery.

You should have experience of organising and implementing robust admin processes and procedures to support effective working in a busy and challenging client focussed environment. You will also be able to communicate effectively and sensitively with a wide range of people including users of the service.

You should be a compassionate and accountable individual, who is able to work flexibly to meet the needs of the service whilst also seeking to deliver excellence within your role.

If you are self-motivated, highly organised and want to be part of a supportive team, this is the role for you.

Main duties of the job

The role of the administrator within the Sheffield Adult Autism Neurodevelopmental Service is an integral part of the whole administrative function and will provide an effective and efficient support service to the multi-disciplinary staff team(s), performing specific tasks and duties as directed by the Admin Manager and Clinical leads.

The post holder will be expected to provide administrative support to individuals and/or part of the service but provide cover amongst other colleagues to fill gaps and to ensure continuity of service. It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive to other colleagues in the team.

The administrator will be responsible for:

• Providing dedicated administration support to all clinicians within service.
• Processing referrals or transfer, 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 cancellingappointments and ensuring associate correspondence is accurate and timely.

About us

We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.

What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds, and all have expertise and stories to share.

It's important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of

If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.

We are all very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us.

Date posted

30 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

457-25-6964727-E

Job locations

Sheffield Adult Autism Neurodevelopmental Service

Lyndhurst Road

Sheffield

S11 9BJ

Job description Job responsibilities

• 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 form within the Patient Admin System.
• 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

Referral/Transfer Management

• Receiving and processing of referrals into service, including the completion of all tasks associated with the activity.
• Support the Admin Manager 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 clinical appointments,
• Request clinic letters and test results
• 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 input data using 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
• 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.

Management/Human Resources

• Maintain a flexible and responsive approach to tasks whist self-directing workload through careful time management within broad procedural guidelines.
• Demonstrate actives 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.

Job description Job responsibilities

• 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 form within the Patient Admin System.
• 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

Referral/Transfer Management

• Receiving and processing of referrals into service, including the completion of all tasks associated with the activity.
• Support the Admin Manager 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 clinical appointments,
• Request clinic letters and test results
• 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 input data using 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
• 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.

Management/Human Resources

• Maintain a flexible and responsive approach to tasks whist self-directing workload through careful time management within broad procedural guidelines.
• Demonstrate actives 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 Qualifications Essential

• Good standard of education at GCSE level or higher
• GCSE in English language and Maths or equivalent

Desirable

• Excel experience

Experience Essential

• Previous admin/ secretarial experience gained in a similar role

Desirable

• Experience of working in an NHSE/healthcare environemnt

Knowledge Essential

• Responsible approach to dealing with confidential issues
• Wide range of admin skills
• Ability to prioritise workload and manage own workload
• Ability to work part of a team
• Ability to work flexibly with colleagues to meet the needs of the service

Desirable

• Able to show empathy /compassion to clients and other members in the team

Person Specification Qualifications Essential

• Good standard of education at GCSE level or higher
• GCSE in English language and Maths or equivalent

Desirable

• Excel experience

Experience Essential

• Previous admin/ secretarial experience gained in a similar role

Desirable

• Experience of working in an NHSE/healthcare environemnt

Knowledge Essential

• Responsible approach to dealing with confidential issues
• Wide range of admin skills
• Ability to prioritise workload and manage own workload
• Ability to work part of a team
• Ability to work flexibly with colleagues to meet the needs of the service

Desirable

• Able to show empathy /compassion to clients and other members in the team

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.

Employer details Employer name

Sheffield Health and Social Care NHS Foundation Trust

Address

Sheffield Adult Autism Neurodevelopmental Service

Lyndhurst Road

Sheffield

S11 9BJ

Employer's website

https://www.shsc.nhs.uk/working-us (Opens in a new tab)

Employer details Employer name

Sheffield Health and Social Care NHS Foundation Trust

Address

Sheffield Adult Autism Neurodevelopmental Service

Lyndhurst Road

Sheffield

S11 9BJ

Employer's website

https://www.shsc.nhs.uk/working-us (Opens in a new tab)