Clinical Administrator

Job overview

Sheffield Porterbrook Gender Identity Clinic is looking for a clinical administrator who will provide a high standard of admin support to a busy team.

We are seeking someone who can work using their own intiative and as a part of a team to support our clinical staff and who is interested in providing excellent service to our patients, who are at the heart of what we do.

We are looking for someone who is enthusiastic and willing to learn, who will work as part of a team undertaking the service's admin processes. This includes processing referrals, booking appointments, sending letters, and dealing with general enquiries.

Main duties of the job

The clinical administrator will be responsible for:

Providing dedicated administration/secretarial support to clinical staff within the service

Processing referrals or transfers, ensuring associated activity is recorded on the patient information system and any produce any related correspondence accurately and timely

Management of clinics of across the service, including scheduling and cancelling appointments and ensuring associate correspondence is accurate and timely

Typing and transcribing clinic letters and reports

Dealing with enquiries into the service and reception cover.

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 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.

Detailed job description and main responsibilities

Dedicated admin support for clinical staff The 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 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. Supports 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. 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 Pathway Co-ordinator 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, rescheduled and cancelling appointments, including medic clinics (Consultant, Speciality doctor, junior docs) and all other clinic structures. Understand medical students’ availability for clinics and schedule accordingly. Request clinic letters and test results as and when required. 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 data inputting various forms, formats, and systems including Insight. 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.

Processing correspondence.

Liaising with clinicians and other colleagues. Phone calls: effective message taking, field calls, diverting calls, use of Insight to retrieve information. 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.

Finance and Resources Reimburse service user travel expenses, following service protocol for the management of petty cash required.

Management/Human Resources Maintain a flexible and responsive approach to tasks whist self-directing workload through careful time management within broad procedural guidelines. Demonstrate activities 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 the ensuring that Trust policies are followed within the service(s) and propose improvements to administrative policies and process to ensure smooth running of the function.

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.