Clinical Administrator

Sheffield Health and Social Care NHS Foundation Trust

The closing date is 24 October 2024

Job summary

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 multi-disciplinary staff team(s), performing particular tasks and duties as directed by the Senior Administrator and Admin & Buildings Manager.

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.

Main duties of the job

The clinical administrator will be responsible for:

Providing dedicated administration / secretarial support to all Clinical staff within the locality MDT's.

Arranging and attending professional meetings and MDT meetings. Take minutes, typing up of and distributing of minutes / notes both internally and externally.

Provide cover for MDT's and any other meetings as required.

Being the lead for providing admin support for the individual care group you are allocated to and provide cross cover where required.

Providing cover for the management of clinics across the service, including booking/cancelling appointments and ensuring associated correspondence is accurate and timely.

Providing reception and telephony cover for reception / outpatient clinics when required to meet the needs of the service.

Providing rotational cover for offsite clinics i.e., depot and clozapine clinics.

About us

Sheffield Health and Social Care NHS Foundation Trust is a major employer and provider of services. Our Service Users, Carers and Staff are central, and our Values are important, to the delivery of high-quality care. We actively seek out individuals who share these values:

Working together for service users

Respect and kindness

Everyone counts

Commitment to quality

Improving lives

The South Adult Community Mental Health Team (CMHT) provides support to adults living in the south of Sheffield who have complex or ongoing mental health needs. We provide health and social care support to help aid recovery, promote independence and improve both physical and mental wellbeing.

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.

Date posted

15 October 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

457-24-6674957

Job locations

East Glade Centre

1 East Glade Crescent

Sheffield

S12 4QN

Job description

Job responsibilities

The provision of an effective admin service to all staff and the wider multi-disciplinary team including typing of letters, reports, email, audio transcription and completion of appropriate forms in the Patient Administration System.

Deal with incoming correspondence, checking information received and responding where appropriate.

Maintain an electronic diary and personal appointment system for all clinicians as required by individual staff.

Organise meetings, booking rooms/venues, arranging hospitality etc.

Support meetings chaired or attended by medics/clinicians and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested. Meetings may involve internal and external participants.

Provide support to the CTMs with new starters in relation to training and documentation.

Attendance at the weekly MDTs and updating referrals/waiting lists.

Provide cross cover in the absence of the Medical Secretaries to Consultants.

Providing clinical administration to all staff in the care groups.

To provide diary management where required.

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 systems including thePatient Information System.

Operation of internal information systems ensuring accurate and up to date information is processed and maintained.

Typing - team typing, team transcription, report typing, medic letters via BigHand dictation

Processing correspondence.

Liaising with clinicians.

Phone calls - effective message taking, fielding calls, diverting calls, use of Patient Information System.

Outcomes from triage assessments and appointments, e.g. for transfer of care, sending letters etc.

Liaising with service users, carers, GPs, voluntary agencies, police, ambulance service and a wide range of medical, nursing and other staff both internal and external.

Maintain a flexible and responsive approach to tasks whilst self-directing workload through careful time management within broad procedural guidelines.

Provide support for newer or less experienced members of staff within the team.

Be able to work between Trust sites where required to help support the running of the services.

The post holder will be expected to support and adhere to general building protocols in relation to health, safety and security.

Responsible for ensuring that Trust policies are followed within the service(s) and propose improvements to administrative policies and processes to ensure smooth running of the function.