Clinical Administrator

Job description

Job responsibilities

Dedicated admin support for clinical staffThe provision of an effective admin service to medical staff and widermulti-disciplinary team including typing letters, reports, email, audiotranscription and completion of appropriate forms within the PatientAdmin System (Rio).Deal with incoming correspondence, checking information received andresponding where appropriate.Maintain an electronic diary and personal appointment system formedics as required.Organise meetings, booking rooms/venues, arranging hospitality whereappropriate.Supports meetings chaired and attended by medics/clinicians/widerteam and to be sensitive to the issues under discussion, preparingagendas/supporting documentation and taking notes/minutes asrequired. Meetings may involve internal and external participants.Assist in the completion and processing of study leave and annualleave 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 thecompletion of all tasks associated with the activity.Support the Pathway Co-ordinator to ensure that waiting lists aremanaged effectively and patients are offered appointments withintarget times.Monitoring all methods of receiving incoming referrals/transfers e.g.email, voicemail, post etc.Clinical pathway administrationClinic booking, rescheduled and cancelling appointments, includingmedic clinics (Consultant, Speciality doctor, junior docs) and all otherclinic 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 whereappropriate. This will sometimes involve dealing with urgent orchallenging situations.Accurate data inputting various forms, formats, and systems includingInsight.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 ofInsight to retrieve information.Outcomes from triage assessments and appointments. e.g. discharge,sending letters etc.Liaising with service users, carers, GPs, voluntary agencies, and awide range of medical, nursing, and other staff both internal andexternal.

Finance and ResourcesReimburse service user travel expenses, following service protocol forthe management of petty cash required.

Management/Human ResourcesMaintain 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 theservice(s) and propose improvements to administrative policies andprocess to ensure smooth running of the function.

Person Specification

Knowledge and skills

Essential

• 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

• Good standard of education at GCSE level or higher
• RSA Word Processing/Typing or equivalent

Desirable

• Understanding of basic Excel functionality

Experience

Desirable

• Previous experience of working within the NHS or healthcare environment

Other

Essential

• Respect for diversity and able to demonstrate this in day to day work with the service

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Sheffield Health and Social Care NHS Foundation Trust

Address

Michael Carlisle Centre

75 Osborne Road

Sheffield

S11 9BF

Employer's website

https://www.shsc.nhs.uk/working-us (Opens in a new tab)