Clinical Administrator (Medical Secretary)

Job overview

The role of the clinical administrator within Community Mental Health Services is an integral part of the whole administrative function and will provide an effective and efficient support service to the Consultants and Doctors within the team, performing particular tasks and duties as directed by the Consultants/Doctors, wider Senior Leadership Team and Team Administrator/Admin Co-ordinator.

The post holder will be expected to provide admin support to nominated individuals and/or parts of the service but provide cover amongst other colleagues to fill gaps and to ensure continuity of services. 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 administrative team.

Sheffield Health Partnership University NHS Foundation Trust is currently unable to provide sponsorship for this role. This is in accordance with UKVI guidelines and legislation, as these roles do not meet the skill nor salary threshold for sponsorship. If you hold a visa which allows you to work in the  UK, you are welcome to apply for this role however it is important to note that SHSC will be unable to offer sponsorship after your visa expires. You must have at least 15 months on your visa on application & then have at least 12 months on your visa at the start of your employment for training and operational reasons.

Please be advised this post has a cap and once reached will close automatically.

Main duties of the job

The Clinical Administrator (Medical Secretary) will be responsible for:

• Providing dedicated administration / secretarial  support to all Consultants /Doctors within the locality MDT’s.
• Arranging and attending professional meetings as required. Take minutes, typing up of and distributing of minutes / notes both internally and externally.
• Being the lead for providing admin support for the Medical Secretarial email inbox  (appointment letters, uploading documents to EPR etc)
• Administrative management of Consultant/Doctors clinics, including booking/cancelling appointments and ensuring associated correspondence is accurate and timely.
• Booking of interpreters as required.
• Providing reception and telephony cover for reception / outpatient clinics when required to meet the needs of the service.
• Maintaining a professional and approachable attitude at all times and negotiating any other duties as and when they arise.
• Ensure a clear desk policy and any confidential waste to be disposed of appropriately.

Detailed job description and main responsibilities

• · Maintain and update EPR system.

• The provision of an effective admin/secretarial service to all Consultants/Doctors including typing of letters, reports, email, BigHand and completion of appropriate forms in EPR.
• Clinic booking, rescheduling, and cancelling appointments for Consultant/Doctors, Specialty Dr, Junior docs. Ensuring activities are recorded on EPR.
• Deal with incoming correspondence, checking information received and responding where appropriate.
• Maintain an electronic diary and personal appointment system for all Consultants/Doctors.
• Organise meetings, booking rooms/venues, arranging hospitality where necessary.
• Support meetings chaired or attended by Consultants/Doctors and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested.  Meetings may involve internal and external participants.
• Ensure all documentation is completed in preparation for all new Doctors to be able to access SHSC systems.
• Administrative management of prescriptions (Clozapine) including ordering, issuing and disposal of FP10’s. Ensuring documentation is scanned onto systems as appropriate.
• Close liaising with MHA office to prepare and organise CTO’s, MHT’s & MOJ’s.
• Liaising with other services as directed by Consultants/Doctors.
• Support meetings chaired or attended by Consultants/Doctors and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested.  Meetings may involve internal and external participants.
• Ensure all documentation is completed in preparation for all new Doctors to be able to access SHSC systems.
• Administrative management of prescriptions (Clozapine)including ordering, issuing and disposal of FP10’s. Ensuring documentation is scanned onto systems as appropriate.
• Close liaising with MHA office to prepare and organise CTO’s, MHT’s & MOJ’s.
• Liaising with other services as directed by Consultants/Doctors.
• Dealing with incoming telephone calls, taking messages where appropriate.  This will sometimes involve dealing with urgent criteria or challenging situations.
• Accurately input data using various forms, formats and EPR system.
• Operation of internal information systems ensuring accurate and up to date information is processed and maintained.
• Typing - team typing, report typing, medic letters.
• Processing and date stamp correspondence.
• Liaising with service users, carers, GP’s, voluntary agencies and a wide range of medical, nursing and other staff both internal and external
• Liaising with other services as directed by Consultants/Doctors.
• Cross cover for colleagues within the building and across the wider service as required.