Clinical Administrator

North Thames Genomics Laboratory Hub; Sheffield; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading healthcare organization in Sheffield is seeking two Clinical Administrators to provide essential administrative support to clinical staff. The role involves managing appointments, processing referrals, and ensuring effective communication within the team. Ideal candidates will have strong communication skills, attention to detail, and previous experience in a healthcare setting. This is an excellent opportunity to contribute to patient care while working in a supportive environment.

Qualifications

• Previous experience working within the NHS or healthcare environment.

Responsibilities

• Providing dedicated administration/secretarial support to medical staff.
• Processing referrals or transfers and managing appointments.
• Maintaining electronic filing systems and supporting team members.

Skills

Communication

Attention to detail

Flexibility

Time management

Education

Good standard of education at GCSE level or higher

RSA Word Processing/Typing or equivalent

Understanding of basic Excel functionality

Job description

Sheffield Health and Social Care NHS Foundation Trust

Clinical Administrator

The closing date is 01 June 2025

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:

1. Providing dedicated administration/secretarial support to medical staff within the service
2. Providing administration/secretarial support to other clinical staff groups
3. Processing referrals or transfers, ensuring associated activity on the patient information system and Outlook, and producing related correspondence accurately and timely
4. Management of clinics across the service, including scheduling and cancelling appointments and ensuring associated correspondence is accurate and timely
5. Typing and transcribing clinic letters and reports

About us

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 upfront. 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.

Job responsibilities

Dedicated admin support for clinical staff. The provision of an effective admin service to medical staff and wider multidisciplinary team including typing letters, reports, email, audiotranscription, 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. Support 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. Administer travel records, claims, and administration of staff mileage claims. Complete relevant e-forms on behalf of the team.

Referral/Transfer Management. Receiving and processing referrals into the service, including the completion of all tasks associated with the activity. Support the Pathway Coordinator 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. Clinic booking, rescheduling, and cancelling appointments, including medic clinics (Consultant, Specialty doctor, junior docs) and all other clinic structures. Understand medical students' availability for clinics and schedule accordingly. Request clinic letters and test results as needed. Process pathway clinic outcomes to support patient throughput. Communication. Deal with incoming calls, take messages, and sometimes handle urgent or challenging situations. Accurate data inputting across various systems including Insight. Operate internal information systems ensuring data accuracy and currency. Typing team letters, reports, medics' letters, Bighand dictation.

Liaising with clinicians and other colleagues. Phone calls: effective message taking, fielding calls, diverting calls, use of Insight to retrieve information. Outcomes from triage assessments and appointments, e.g., discharge, sending letters. Liaising with service users, carers, GPs, voluntary agencies, and a broad range of medical, nursing, and other staff both internal and external.

Finance and Resources. Reimburse service user travel expenses following service protocol for petty cash management.

Management/Human Resources. Maintain a flexible and responsive approach to tasks, self-direct workload through careful time management within broad procedural guidelines. Support and mentor newer or less experienced team members.

Other/General Admin. Maintain and update electronic or hard copy filing systems. Cross-cover for colleagues as needed. Support and adhere to health, safety, and security protocols.

Service Development. Ensure compliance with Trust policies within the service and propose improvements to administrative policies and processes for smooth operation.

Person Specification

Knowledge and skills

• Excellent communication skills, including telephone manner and face-to-face interaction
• Ability to learn new processes and pay attention to detail
• Flexibility and adaptability to role demands
• Ability to prioritize and manage own workload

Training and Qualifications

• Good standard of education at GCSE level or higher
• RSA Word Processing/Typing or equivalent
• Understanding of basic Excel functionality

Experience

• Previous experience working within the NHS or healthcare environment

Other

• Respect for diversity and ability to demonstrate this in daily work

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A submission for Disclosure to the DBS is required to check for any previous criminal convictions.