Clinical Administrator (Medical Secretary)
About us
At Sheffield Health Partnership University NHS Foundation Trust we provide a range of mental health, learning disability, substance misuse, primary care and other specialist services designed around the needs of people in our city.
We have a dedicated and skilful team of people caring in Sheffield, which you could become a part of.
Our values are at the heart of everything we do. These are: We work together, We are respectful and Kind, We are inclusive and We keep improving
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.
Working for our organisation
We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.
What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share.
It’s important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of
If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.
We are very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us.
Detailed job description and main responsibilities- 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.
- · Maintain and update EPR system.
- Cross cover for colleagues within the building and across the wider service as required.
Person specification
Knowledge and Skills
Essential criteria- Responsible approach to dealing with confidential issues
- Wide range of admin skills, including minute taking
- Ability to adapt to varying demands of the job role
- Ability to prioritise workload and manage own workload effectively
- High level of accuracy and attention to detail
- Ability to research/access information
Training and Qualifications
Essential criteria- Good standard of education at GCSE level or higher
- GCSE in English language or equivalent
- RSA 3 Word Processing/Typewriting or equivalent
- Knowledge of EPR system
Experience
Essential criteria- Previous admin/secretarial experience gained in a similar role
- Experience of working in an NHS/healthcare environment
- Previous experience of working with diverse and vulnerable populations
Other
Essential criteria- Able to work under pressure in a changing environment
- Able to contribute to and work within good practice guidelines
- Willingness to undertake training and personal development in line with the demands of the post
- Car driver/access to car in case of attending events/functions off site to support managers or colleagues at other sites
Please think about your personal values and how these align with our Values when you are applying. Find out more about our organisation through our website.
We are a Disability Confident employer. We offer a guaranteed interview to disabled applicants who meet all of the essential criteria for a role. When you apply you will have the opportunity to let us know if you require adjustments to be made, please contact us if you are not sure or if you require adjustments to the application process itself.
Our six staff network groups welcome new members, these are:
- The Ethnically Diverse Staff Network Group
- The Disability Staff Network Group
- The Lived Experience Staff Network Group
- The Rainbow Staff Network Group
- The Staff Carers Staff Network Group
- The Women’s Staff Network Group
We know how important flexible working can be to applicants and therefore we encourage you to discuss any working arrangements as part of this process. We will always aim to accommodate requests, wherever possible.
The Trust is committed to safeguarding adults and children and as part of our safe recruitment practice the successful applicant(s) will be subject to a check with the Disclosure and Barring Service (DBS) if it is deemed appropriate for the role.The cost of the DBS check must be met by the successful applicant(s).
At SHPU, 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 up front.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.
When applying for this post you will redirected to complete your application in our preferred applicant management system, Trac. If you are successfully offered a role, information will also be transferred into the national NHS Electronic Staff Records system.In addition, in submitting an application, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.
Use of Artificial Intelligence (AI) when writing job applications
If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting statement.
While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for, nor can they accurately reflect your skills, knowledge, and experience. It is crucial that you personalise your supporting statement by articulating these in your unique voice.
Relying solely on AI to write your application or supporting statement is not advocated by SHPU and could negatively impact your chances of success in the application process.
For example, AI responses…- usually lack relevance and fail to address the key criteria outlined in the job description and person specification.
- may come across as generic and fail to distinguish you from other applicants.
- may be ambiguous or open to misinterpretation. Without careful review and editing, the supporting statement could convey messages that are unclear or misconstrued by hiring managers.
- may include qualifications, skills, knowledge or experience that you do not possess, potentially leading to misrepresentation.
Supporting Statement
The supporting statement is an opportunity for you to showcase how your qualifications, knowledge, skill and experiences align with the requirements and criteria outlined in the job description and person.
Recruiting managers score applications based on the criteria listed in the person specification. Managers will be looking for evidence of how you meet these criteria. To increase your chances of securing an interview, provide examples of how you have applied your skills and knowledge in real-life situations.Share work-related successes and challenges you’ve navigated that align with the criteria. These could be from various aspects of your life, including work, education, and personal experiences.
Consider structuring your statement with clear headings or bullet points. This approach will help both you and the recruiting manager navigate through your application more effectively.