Perinatal Mental Health 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
This is an exciting opportunity to join the specialist Perinatal mental health team as a clinical administrator. The post holder will be a core member of the Perinatal administration team providing comprehensive, effective, timely and efficient administrative support.Working within policies and procedures, the post holder will manage their own workload and operate on their own initiative, seeking advice/support if required. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills.
Main duties of the job
The main duties of the role would be to work effectively as part of an administration team ensuring all electronically held information is accessible for team members by using a range of Microsoft packages including, word, excel, outlook and electronic patient record systems.To undertake general administrative tasks and be an essential part of the duty system which would include but not limited to liaison with other services, our service users and team members via a number of communication methods.
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
Work effectively as part of an administration team.
Managing incoming referrals into the service and coordinating with the duty and admin team.
Ensure that all electronically held information is maintained in such a way that it is accessible to all relevant team members. Set up appropriate electronic filing systems to support this, ensuring filing systems and databases are kept up to date.
To accurately collate and input data and produce statistics as and when required.
To maintain diaries, arrange or re-arrange appointments, meetings etc. as required exchanging verbal, electronic and written information with patients, staff and carers.
To take minutes of meetings reflecting outcomes and actions as and when required, including preparation and distribution of agenda and minutes.
To prepare patient reports/correspondence.
To undertake general office procedures including photocopying, filing and the distribution of mail as require including prescriptions.
To complete Audio Transcription
To implement and update office systems/procedures as required, in collaboration with the team.
To be responsible for answering and fielding telephone calls appropriately from a wide variety of sources where there may be barriers to understanding.
To record telephone messages accurately and act promptly if urgent responses are needed.
To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet the needs of the service.
To maintain strict confidentiality in all aspects of work in line with Trust policies and Data Protection Act
To plan/organise work using own initiative within set departmental parameters.
To be able to manage challenging conversations particularly with service users with the support of the team.
Where required to provide additional support for team members with agreed reasonable work adjustments.
Ordering and receiving supplies via NHS supplies online ordering system and non-stock requisitions.
To work flexibly from base at Argyll House or home depending on demands and duties, complying with Trust policy.
To provide Band 4 cover at times of absence such as to compile MDT lists and distribute as appropriate and record outcome.
To book interpreters and/or transcription for assessments and appointment for the clinical team.
To undertake any additional duties as appropriate and delegated by the Senior Clinical Admin
Person specification
IT skills
Essential criteria- Experience of previously using a range of IT packages
- Experience of using electronic patient record systems
Qualifications
Essential criteria- English and Maths GCSE or equivalent (grade c or above)
Organisational Skills
Essential criteria- Experience of having and using organisational skills in previous roles
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.