Clinical Administrator
About us
At Sheffield Health and Social Care 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: working together for our service users, respect and kindness, everyone counts, commitment to quality, improving lives.
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 staffwithin the service
Providing administration/secretarial support to other clinical staff groups
Processing referrals or transfers, ensuring associated activity on thepatient information system and Outlook and any produce any related
correspondence accurately and timely
Management of clinics of across the service, including scheduling andcancelling appointments and ensuring associate correspondence is
accurate and timely
Typing and transcribing clinic letters and reports
Working for our organisation
At SHSC, 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.
Detailed job description and main responsibilities
Dedicated admin support for clinical staffThe 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 mileageclaims.
Completion of relevant e-forms on behalf of the team.
Referral/Transfer ManagementReceiving 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 scheduleaccordingly.
Request clinic letters and test results as and when required.
Processing pathway clinic outcomes to support patient throughput.
CommunicationDealing 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 todate 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 ResourcesReimburse 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 broadprocedural guidelines.
Demonstrate activities and provide support for newer or lessexperienced members of staff within the team.
Other/General AdminMaintain 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 generalbuilding protocols in relation to health, safety and security.
Service DevelopmentResponsible 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.
Person specification
Knowledge and skills
Essential criteria- Excellent communication skills, including telephone manner and face to face
- Ability to learn new processes and pay attention to detail
- Ability to work flexibly and adapt to the varying demands of the role
- Ability to prioritise and manage own workload
Training and Qualifications
Essential criteria- Good standard of education at GCSE level or higher
- RSA Word Processing/Typing or equivalent
- Understanding of basic Excel functionality
Experience
Desirable criteria- Previous experience of working within the NHS or healthcare environment
Other
Essential criteria- Respect for diversity and able to demonstrate this in day to day work with the service
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 level 2 and hope to achieve level 3 this year. 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 (currently up to £48.23) must be met by the successful applicant(s).
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 SHSC 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.