Clinical Administrator

Job overview

The role of the Clinical Administrator within the Primary and Community Mental Health 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 particular tasks and duties as directed by the Team Administrator/Admin Coordinator and Operations Manager.

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. If you hold a visa which allows you to work in the UK, you are welcome to apply for this role however our policy requires you to have at least 12 months on your visa at commencement of your employment for training and operational reasons. This means that you need at least 15 months right to work in the UK at the point of application to enable employment checks to be undertaken.

In order for your application to progress, where applicable you are required to supply your share code.

There is a cap on applications on this vacancy therefore it may close earlier when the maximum applications received.

Main duties of the job

• Dealing with incoming telephone calls, taking messages where appropriate. This will sometimes involve dealing with challenging situations.
• Accurately input data using various forms, formats and systems including SystmOne
• Operation of internal information systems ensuring accurate and up to date information is processed and maintained.
• Typing
• Processing correspondence
• Liaising with clinicians
• Phone calls: effective message taking, fielding calls, diverting calls, use of SystmOne
• Liaising with service users, carers, GP’s, voluntary agencies and a wide range of multi-disciplinary staff and other staff both internal and external
• Clinic booking, rescheduling and cancelling appointments
• Understand clinician availability for clinics and schedule accordingly

Detailed job description and main responsibilities

• The provision of an effective admin service to clinical staff and wider multi-disciplinary team including typing of letters, reports, email, audio transcription and completion of appropriate forms in SystmOne.
• Deal with incoming correspondence, checking information received and responding where appropriate.
• Maintain an electronic diary and personal appointment system for the clinicians as required
• Organise meetings, booking rooms/venues, arranging hospitality etc.
• Support meetings chaired or attended by clinicians and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested. Meetings may involve internal and external participants.
• You will be expected to attend a face-to-face meeting for PCMH triage once per week which will be office based. You will therefore need to be able to travel.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.