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.
The clinical administrator will be responsible for:
Providing dedicated administration/secretarial support to clinical staff
within the service
Processing referrals or transfers, ensuring associated activity is recorded on the patient information system and any produce any related
correspondence accurately and timely
Management of clinics of across the service, including scheduling and
cancelling appointments and ensuring associate correspondence is
accurate 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.
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.
Dedicated admin support for clinical staff
The provision of an effective admin service to medical staff and wider
multi-disciplinary team including typing letters, reports, email, audio
transcription and completion of appropriate forms within the Patient
Admin System (Rio).
Deal with incoming correspondence, checking information received and
responding where appropriate.
Maintain an electronic diary and personal appointment system for
medics as required.
Organise meetings, booking rooms/venues, arranging hospitality where
appropriate.
Supports meetings chaired and attended by medics/clinicians/wider
team and to be sensitive to the issues under discussion, preparing
agendas/supporting documentation and taking notes/minutes as
required. Meetings may involve internal and external participants.
Assist in the completion and processing of study leave and annual
leave applications.
Administering travel records, claims and administration of staff mileage
claims.
Completion of relevant e-forms on behalf of the team.
Referral/Transfer Management
Receiving and processing of referrals into service, including the
completion of all tasks associated with the activity.
Support the Pathway Co-ordinator to ensure that waiting lists are
managed effectively and patients are offered appointments within
target times.
Monitoring all methods of receiving incoming referrals/transfers – e.g.
email, voicemail, post etc.
Clinical pathway administration
Clinic booking, rescheduled and cancelling appointments, including
medic clinics (Consultant, Speciality doctor, junior docs) and all other
clinic structures.
Understand medical students’ availability for clinics and schedule
accordingly.
Request clinic letters and test results as and when required.
Processing pathway clinic outcomes to support patient throughput.
Communication
Dealing with incoming telephone calls, taking messages where
appropriate. This will sometimes involve dealing with urgent or
challenging situations.
Accurate data inputting various forms, formats, and systems including
Insight.
Operation of internal information systems ensuring accurate and up to
date 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 of
Insight to retrieve information.
Outcomes from triage assessments and appointments. e.g. discharge,
sending letters etc.
Liaising with service users, carers, GPs, voluntary agencies, and a
wide range of medical, nursing, and other staff both internal and
external.
Finance and Resources
Reimburse service user travel expenses, following service protocol for
the management of petty cash required.
Management/Human Resources
Maintain a flexible and responsive approach to tasks whist self-directing workload through careful time management within broad
procedural guidelines.
Demonstrate activities and provide support for newer or less
experienced members of staff within the team.
Other/General Admin
Maintain 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 general
building protocols in relation to health, safety and security.
Service Development
Responsible for the ensuring that Trust policies are followed within the
service(s) and propose improvements to administrative policies and
process to ensure smooth running of the function.
