Clinical Administrator

NHS; Sheffield; On-site; GBP 22,000 - 25,000; Full time

Job summary

A healthcare organization in Sheffield is looking for a Clinical Administrator to provide vital administrative support to a busy therapeutic team. The role involves ensuring efficient communication, managing referrals, and supporting clinical staff in their daily activities. Ideal candidates will have strong administrative skills, experience working in a team, and GCSEs in English and Maths. This full-time, permanent position offers a competitive salary and a fulfilling opportunity to contribute to patient care.

Qualifications

• Responsible approach to dealing with confidential issues.
• Wide range of administrative skills.
• Ability to work as part of a team.
• Previous admin/secretarial experience in a similar role.

Responsibilities

• Provide an effective admin service to medical staff and multi-disciplinary teams.
• Receive and process referrals into service, completing all related tasks.
• Book, reschedule and cancel clinical appointments.
• Monitor incoming telephone calls, handling urgent situations.

Skills

Administrative skills

Ability to prioritize workload

Teamwork

Education

GCSE in English language and Maths or equivalent

Tools

Excel

Job description

Job Summary

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.

Job Details

• Job posted: 02 December 2025
• Pay scheme: Agenda for change
• Band: Band 3
• Salary: £22,816 to £24,336 a year
• Contract: Permanent
• Working pattern: Full-time
• Reference number: 457-25-7646776
• Job locations: Fitzwilliam Centre, Fitzwilliam Street, Sheffield, S1 4JP

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.

Responsibilities

• Dedicated Admin Support for Clinical Staff
  • Provide an effective admin service to medical staff and wider multi‑disciplinary team including typing letters, reports, emails, audio transcription and completion of appropriate forms 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, book rooms/venues, arrange hospitality where appropriate.
  • Support meetings chaired and attended by medics/clinicians/wider team and 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.
  • Administer travel records, claims and mileage claims.
  • Complete relevant e‑forms on behalf of the team.
• Referral/Transfer Management
  • Receive and process referrals into service, completing all associated tasks.
  • Support the Admin Coordinators to ensure that waiting lists are managed effectively and patients are offered appointments within target times.
  • Monitor all methods of receiving incoming referrals/transfers (e.g., email, voicemail, post).
• Clinical Pathway Administration
  • Book, reschedule and cancel clinical appointments.
  • Process pathway clinic outcomes to support patient throughput.
• Communication
  • Deal with incoming telephone calls, taking messages where appropriate and handling urgent or challenging situations.
  • Accurately input data using various forms, formats and systems including Rio.
  • Operate internal information systems, ensuring accurate and up‑to‑date information is processed and maintained.
  • Perform typing tasks (team typing, report typing, medics letters, BigHand dictation).
  • Process correspondence.
  • Liaise with clinicians and other colleagues.
  • Handle phone calls: effective message taking, field calls, diverting calls, use of insight.
  • Report outcomes from triage assessments and appointments (e.g., discharge, sending letters).
  • Engage 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 while self‑directing workload through careful time management within broad procedural guidelines.
  • Demonstrate activity 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.
  • Adhere to general building protocols in relation to health, safety and security.
• Service Development
  • Ensure 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

• Essential Knowledge and Experience
  • 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.
  • Previous admin/secretarial experience gained in a similar role.
• Essential Qualifications
  • GCSE in English language and Maths or equivalent.
• Desirable Skills
  • Excel experience.
  • 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 will require a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer Details

Sheffield Health Partnership University NHS Foundation Trust
Fitzwilliam Centre, Fitzwilliam Street, Sheffield, S1 4JP

Employer's Website

https://www.sheffieldpartnership.nhs.uk/