Sheffield Health Partnership University NHS Foundation Trust

Ward and Clinical Admin

The closing date is 12 March 2026

Job summary

To provide efficient secretarial, administrative and clerical support to the acute wards predominately based on one ward but able to assist other acute bed bases across two sites to assist the Multi-disciplinary Team who work with adults with acute mental health diagnosis. One role will be supporting the nursing team and the other will be supporting the ward manager

Main duties of the job

To act as a general point of contact for the ward to maintaining communication with a wide range of people including health and social care professionals, clients and their relatives/carers.

To ensure the provision of an efficient and confidential secretarial and administrative service to the ward. To provide an efficient copy typing, audio typing and word processing service to a high quality standard in respect of all types of documentation.

To respond to and resolve, if possible, a wide range of complex queries from professional staff and patients/carers or ensure accurate information is captured, recorded and passed onto the appropriate person(s) in an efficient and timely way.

To be aware of, up to date with and follow relevant training regarding telephone management of concerned patients / carers e.g. if they were to phone the service for crisis management

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 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.

Date posted

04 March 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

457-26-7821326

Job locations

Michael Carlisle Centre

75 Osborne Road

Sheffield

S11 9BF

Job description

Job responsibilities

To work as part of the administrative team covering the acute wards to provide reciprocal cover to other unit sites as directed by the service manager or ward manager

To support systems for incident reporting and contribute to the coordination of the formal complaints procedure, accident and incident report and requests of a legal nature with acute services ward manger or service manager

To have the ability to multi-task including urgent staffing processing, telephone enquiries, management requests and secretarial duties.

To monitor stock and complete stock and non-stock requisitions, submitting requests to the ward manager and service manager for authorisation, goods receipting and store stock appropriately which may necessitate some moving and handling.

To monitor invoices and process these, for example, taxi account, and resolve any discrepancies. Refer to ward manager and service manager as required. Maintain accurate records and processes for ordering.

To undertake general office administrative duties, such as filing, photocopying and laminating documentation, client file preparation, taking accurate messages for clinical staff, organising meetings, sorting and collection of mail. To compose non clinical correspondence on behalf of the ward Team.

To assist in the reporting of Estates/Security issues in accordance with Health & Safety and Risk Policies.

To attend team meetings/briefings, taking notes when required. To undertake admin and secretarial duties as delegated

To liaise with other admin staff within Sheffield Health Partnership as the service requires.

To comply with SHPU Paperless Working Policy and procedures for Electronic Notes Systems with regards to administration, confidentiality and filing.

To establish, review and provide maintenance of effective administrative systems and produce written guidelines in order to keep team members informed.

To assist in the recruitment of A&C staff and be responsible for their induction as required

Administrative/Secretarial Duties

To provide an efficient copy typing, audio typing and word processing of clinical and non-clinical information involving a high degree of accuracy surrounding medical terminology.

To issue letters and reports to GPs and referral agencies.

To maintain and administer up to date Information Governance protocol regarding confidential client information which may still need to include storing paper files which will include archiving on a yearly basis.

To arrange appointments for patients/carers, and if necessary ensure coordination with external professionals, organise room bookings at appropriate venues.

To take accurate confidential messages on behalf of Clinicians and Operational Management and ensure these are promptly passed on.

To co-ordinate meetings between managers and other senior staff and take notes when required.

To contribute to the production of timely, accurate statistical information and reports for the Management Team.

To assist in the organisation of staff and patient events including sourcing and booking venues, arranging speakers, issuing information to delegates and keeping records.

To assist in processes for dealing with requests for patient records from external agencies. To ensure timely issuing of reports, cheque requests, treatment notes etc. To keep accurate records.

To understand the systems for allowing patients access to health records and a knowledge of legal documentation and systems.

To undertake any other duties appropriate to the role/grading as required by the service. Any change of duties will be discussed with the post holder prior to implementation.

I.T. Duties

To liaise with IT support to resolve any IT issues for acute services.

To use a variety of I.T. packages to produce a wide scope of documents including presentations and reports as directed.

To routinely monitor and review warranties of Team laptops to ensure they are suitable, updated and available for use by clinicians.

To undertake computer duties that includes the relevant use of Access, Excel, Microsoft word, e-mail, PowerPoint and internet.

To be responsible for ordering I.T. equipment for the service via stock and non-stock requisitions as directed by the Operational and ward Managers.

Personal Development

To participate in Trust Personal Development Review (PDR) and Knowledge and Skills Framework (KSF) and produce a personal development plan.

To attend SHPU staff meetings and training sessions, as and when necessary, in order to keep abreast of relevant Health and Social Care issues and to support personal development.

All employees are expected to observe the Trusts Equal Opportunities Policy in their behaviour to the public and fellow employees. In fulfilling these key tasks the post holder will be expected to be familiar with the local policies and procedures, especially in respect of Health & Safety at Work, Confidentiality, Risk and Fire.