Clinical Administrator/Secretary

Job description

Job responsibilities

Job description Clinical Administrator/Secretary

Salary: £24 - 29,000 per annum (subject to experience)

An exciting opportunity has arisen for a Band 4 equivalent Clinical Administrator/Secretary to join the Help for Psychology team, working 5 days a week with core hours of 9am to 5pm.

The post holder will be expected to provide efficient and effective secretarial support to our Consultant Child and Adolescent Psychiatrist and associated medical staff, taking responsibility for managing our NHS ADHD prescribing pathway. You will also assist in the organisation of the Consultant's private caseload.

In addition to this, you will also be responsible for supporting our administration team in dealing with referrals from local GPs and arranging and managing appointments for patients attending our clinic for both Autism and ADHD assessments. You will also provide support with proofreading and sending out assessment reports.

Key requirements for this role include a positive, proactive approach, strong work ethic, and excellent communication skills. You will be comfortable responding to patient and carer queries via telephone, and able to work both independently and as part of a dedicated team. Experience with Google Workspace or Microsoft Office is desirable.

A degree of office based and flexible working from home is available but will need to be discussed to ensure that this supports service needs and demands.

We support patients of all ages, who present with possible Autism and/or ADHD. The team consists of Consultant Child and Adolescent Psychiatrists, a Consultant Paediatrician, a specialist doctor, Clinical and Educational Psychologists, Speech and Language Therapists, Occupational Therapists and Neurodevelopmental Specialists.

Main duties of the job

To provide efficient and effective medical secretarial support to the consultant and other medical staff and assist in the organisation of the consultant's workload.

To be part of the administrative team managing referrals, organising and managing appointment bookings, dealing with telephone queries and proof reading and sending out assessment reports.

The post holder will be expected to act on their own initiative and provide cross cover/support for other members of the administration team as necessary to facilitate effective service function.

About us

Help for Psychology works in partnership with Norfolk and Waveney ICB to provide neurodevelopmental assessments for young people between the ages of 7 and 18.

We also work in partnership with other NHS trusts supporting waiting list initiatives.

We support a variety of local authorities with assessments, particularly for children and young people who have been fostered or adopted.

Help for Psychology was established in Norwich in 2015. We started as a small, family business carrying out private assessments for autism and have grown significantly over the past ten years. We have a comfortable and spacious clinic space in Old Catton and a satellite clinic in Henley-in-Arden, Warwickshire, and we have now expanded our team to include medical professionals who can assess for ADHD and provide a prescription service.

We are very proud of having maintained a family feel to our organisation, along with a strong commitment to quality.

Job description

Main responsibilities

To produce accurate, high quality medical correspondence in a timely manner to adhere to KPIs set by the NHS.

To keep records of medication prescribed and submit a monthly report.

To support the administration team in co-ordinating appointment bookings and room allocation.

Meet and greet patients and their families as they arrive and deal with any incoming telephone queries. At times, telephone calls can be distressing as some patients will be experiencing mental health challenges. We are not an emergency or out of hours service, so the postholder will need to be able to signpost to the most appropriate team.

Record accurate messages and follow them up appropriately.

Use your own initiative to organise, prioritise and co-ordinate workload ensuring that deadlines are met.

There is often a need for prolonged concentration when producing reports etc, to meet deadlines. Work is often interrupted and can be unpredictable due to the nature of the client group.

Receiving, prioritising and organising appropriate action/distribution of incoming and outgoing mail (including e-mail).

Maintain all case notes to provide a full and accurate record of the patients clinical progress.

To be a point of contact for referral into the service, registering referrals and supporting with booking appointments for initial assessments within NHS timescales.

Taking responsibility for discharging patients back to their GP and keeping a record of when annual medication reviews are needed. Provide clinical coders with diagnostic information from the discharge summary.

Photocopying, scanning and shredding as required.

Recognise the importance of maintaining strict confidentiality in respect of information regarding patients and adhere to the Data Protection Act.

Be aware of security systems provided on site for workers.

Suggest improvements in relation to the smooth running of the administration department and the consultants team.

To comply with Health and Safety Policies, reporting all accidents and incidents to the appropriate manager.

Participate in the supervision and appraisal process as necessary.

Person Specification

Qualifications

Essential

• Essential
• GCSE or equivalent in English or level two Literacy
• Sound keyboard and IT skills

Desirable

• Desirable
• Specific secretarial qualifications, or experience, preferably gained in a medical environment

Experience

Essential

• Substantial experience in a secretarial or senior administrative role
• Excellent organisational skills
• Ability to accept and manage change
• Must be reliable and able to work under pressure with deadlines under own initiative
• Good time management skills and able to prioritise workload
• Approachable, adaptable and flexible
• Patient focused and self-motivated
• Good communication skills to ensure that patients, staff and carers are treated in a polite and efficient manner, using tact and confidentiality at all times.

Desirable

• Desirable
• Experience of people with neurodevelopmental conditions - autism and or ADHD
• Experience of working as part of a team in a busy office
• Diary management, including electronic diary management
• Previous experience in a medical or NHS setting
• An understanding of Google Workspace

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.

Employer details

Employer name

Help for Psychology Services

Address

The Grange

62 Spixworth Road

Norwich

Norfolk

NR6 7NF

Employer's website

https://help4psychology.co.uk/ (Opens in a new tab)