Clinical Administrator

Job summary

Sheffield Porterbrook Gender Identity Clinic is looking for a clinical administrator who will provide a high standard of admin support to a busy team.

We are seeking someone who can work using their own intiative and as a part of a team to support our clinical staff and who is interested in providing excellent service to our patients, who are at the heart of what we do.

We are looking for someone who is enthusiastic and willing to learn, who will work as part of a team undertaking the service's admin processes. This includes processing referrals, booking appointments, sending letters, and dealing with general enquiries.

Main duties of the job The clinical administrator will be responsible for: Providing dedicated administration/secretarial support to clinical staffwithin the service Processing referrals or transfers, ensuring associated activity is recorded on the patient information system and any produce any relatedcorrespondence accurately and timely Management of clinics of across the service, including scheduling andcancelling appointments and ensuring associate correspondence isaccurate and timely Typing and transcribing clinic letters and reports Dealing with enquiries into the service and reception cover.

Sheffield Health Partnership University NHS Foundation Trust is currently unable to provide sponsorship for this role. This is in accordance with UKVI guidelines and legislation, as these roles do not meet the skill nor salary threshold for sponsorship.

If you hold a visa which allows you to work in the UK, you are welcome to apply for this role however our policy requires you to have at least 12 months on your visa at commencement of your employment for training and operational reasons.

This means that you need at least 15 months right to work in the UK at the point of application to enable employment checks to be undertaken.

About us

At SHPU, 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.

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 Desirable Understanding of basic Excel functionality RSA Word Processing/Typing or equivalent typing experience 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 High level of attention to detail 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.