Job summary
An exciting opportunity has arisen for a highly efficient administrator to join the Specialist Psychotherapy Services currently based at St George's Community Health Centre, Winter Street. We will be moving to the Fitzwilliam Centre on Fitzwilliam Street in the city centre in the coming months. This is a great time to join this busy and friendly team, where you will have a great opportunity to make an effective contribution within a busy clinical area to support excellent care delivery.
The Specialist Psychotherapy Service is split into two specialist teams, the Mood, Anxiety and Post-Traumatic Stress Disorder Psychotherapy Service (MAPPS) and the Personality/Complex Trauma Team.
You should have experience of organising and implementing robust admin processes and procedures to support effective working in a busy and challenging client focussed environment. You will also be able to communicate effectively and sensitively with a wide range of people including users of the service.
You should be a compassionate and accountable individual, who is able to work flexibly to meet the needs of the service whilst also seeking to deliver excellence within your role.
If you are self-motivated, highly organised and want to be part of a supportive team, this is the role for you.
Main duties of the job
The role of the clinical administrator within the Specialist Psychotherapy Services is an integral part of the whole administrative function and will provide an effective and efficient support service to the multi-disciplinary staff team(s), performing specific tasks and duties as directed by the Admin Manager and Clinical leads.
The post holder will be expected to provide administrative support to individuals and/or part of the service but provide cover amongst other colleagues to fill gaps and to ensure continuity of service. 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 team.
The clinical administrator will be responsible for:
- Providing dedicated administration/secretarial support to all clinicians within service.
- Processing referrals or transfer, 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 cancellingappointments and ensuring associate correspondence is accurate and timely.
About us
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 all 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.
Job description
Job responsibilities
Principle duties include:
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 form within the Patient Admin System.
- 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 Admin Manager 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 clinical 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
- 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 input data using 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
- 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 actives 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.
Job description
Job responsibilities
Principle duties include:
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 form within the Patient Admin System.
- 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 Admin Manager 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 clinical 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
- 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 input data using 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
- 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 actives 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.
Person Specification
Knowledge
Essential
- Responsible approach to dealing with confidential issues
- Wide range of admin skills, including minute taking
- Ability to prioritise workload and manage own workload.
- Ability to work as part of a team.
- Ability to work flexibly with colleagues to meet the needs of the service.
Qualifications
Essential
- Good standard of education at GCSE level or higher
- GCSE in English language and Maths or equivalent
Desirable
Experience
Essential
- Previous admin / secretarial experience gained in a similar role
Desirable
- Experience of working in an NHSE/healthcare environment
Person Specification
Knowledge
Essential
- Responsible approach to dealing with confidential issues
- Wide range of admin skills, including minute taking
- Ability to prioritise workload and manage own workload.
- Ability to work as part of a team.
- Ability to work flexibly with colleagues to meet the needs of the service.
Qualifications
Essential
- Good standard of education at GCSE level or higher
- GCSE in English language and Maths or equivalent
Desirable
Experience
Essential
- Previous admin / secretarial experience gained in a similar role
Desirable
- Experience of working in an NHSE/healthcare environment
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
