Clinical Administrator

NHS; Sheffield; On-site; GBP 24,000 - 32,000; Full time

Job summary

An exciting opportunity awaits for a highly organized administrator to join a dedicated team within a prominent health service. This role offers the chance to enhance patient care by supporting clinical staff through effective administrative processes. You will be responsible for managing appointments, processing referrals, and ensuring smooth communication across teams. If you are self-motivated and thrive in a busy environment, this position is perfect for you. Join a compassionate team where your contributions will be valued and make a real difference in the lives of patients.

Qualifications

• Experience in admin processes to support effective working in a busy environment.
• Ability to communicate sensitively with a diverse range of people.

Responsibilities

• Provide dedicated admin support to clinical staff and manage appointments.
• Process referrals and maintain patient information accurately.

Skills

Administrative Skills

Communication Skills

Time Management

Teamwork

Confidentiality Handling

Education

GCSE in English Language

GCSE in Maths

Good standard of education at GCSE level or higher

Tools

Excel

Patient Admin System

Rio

Job description

Sheffield Health and Social Care NHS Foundation Trust

An exciting opportunity has arisen for a highly efficient administrator to join the Specialist Psychotherapy Services based at the Fitzwilliam Centre on Fitzwilliam Street in the City Centre. 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.

The Specialist Psychotherapy Service is split into two specialist teams, the Mood, Anxiety and Post-Traumatic Stress Disorder Psychotherapy Service (MAPPS) and the Personality/Complex Trauma Team (PCT).

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

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 clinical administrator within the Specialist Psychotherapy Services 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 Coordinators, Operational 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 clinical administrator will be responsible for:

• Providing dedicated administration/secretarial 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 across the service, including scheduling and cancelling appointments and ensuring associated correspondence is accurate and timely.

Job responsibilities

Dedicated Admin Support for Clinical Staff

• 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.
• Support meetings chaired and attended by medics/clinicians/wider team, preparing agendas/supporting documentation and taking notes/minutes as required.
• 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 Admin Coordinators 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, rescheduling and cancelling clinical appointments.
• 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 Rio.
• 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.
• Liaising with clinicians and other colleagues.
• Effective message taking and fielding calls.
• 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 whilst 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 ensuring that Trust policies are followed within the service(s) and propose improvements to administrative policies and processes to ensure smooth running of the function.

Person Specification

Knowledge

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

Qualifications

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

Experience

• Previous admin/secretarial experience gained in a similar role.
• Experience of working in an NHS/healthcare environment.

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 name

Sheffield Health and Social Care NHS Foundation Trust