Clinical Administrator

Job overview

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:

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

Providing administration/secretarial support to other clinical staff groups

Processing referrals or transfers, ensuring associated activity on the  patient information system and Outlook 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

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.