Job summary
Hello, we would like to invite you to join our small friendly specialist out patient service. We are looking for an enthusiastic, dependable hard-working person to join the Myalgic Encephalomyelitis/Chronic Fatigue Syndrome (ME/CFS) service as an administrator.
The role will involve providing a range of administrative support for our multi-disciplinary clinical team, to ensure that service users move through our service pathway as efficiently as possible. You will work collaboratively with a small supportive team of administrators to prioritise and complete a variety of administrative duties.
As a team we are committed to providing an excellent service. You will play an integral part in delivering this, working with the team to review current pathways and administrative processes and where indicated help to develop and implement service improvements to ensure the most efficient and effective use of our resources.
We are proud to have a history of retaining staff members. We believe this is because we are a supportive team that values the input of all members equally and we genuinely care for each others wellbeing.
We are based at the Michael Carlisle Centre in the leafy suburbs of Nether Edge, Sheffield - perfect for a lunch time walk! There is free parking available on site and in the surrounding area and we are in walking distance of several local bus routes.
Main duties of the job
Please see 'Principal Duties' section in the Job Description document and the Skills outlined in the Person Specification document for further information.
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 all 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.
Job description
Job responsibilities
The post holder will be well organised and able to prioritise their work effectively, work well within a team and be able to deal with highly confidential, potentially sensitive information about staff or service users.
They will engage with the wider team and contribute to the development of team objectives, and work collaboratively to support the implementation of these objectives.
The post holder will be required to maintain their existing skills and develop/receive training in new skills as required to carry out the work of the Trust. They will undertake any other duties within the general scope of the post and appropriate to the grading. Any change of duties will be discussed with the post holder prior to implementation.
Communication
- First point of contact with the service: Deal with enquiries and liaise with service users, carers, referring GPs and other health and social care professionals from external agencies and within the Trust.
- Deal with highly confidential, potentially sensitive information. Maintain confidential and accurate messaging systems.
- Deal with incoming paper, electronic and telephone correspondence, check information received, respond in an appropriate manner and document actions taken as appropriate.
- Direct/re-direct outgoing paperwork and electronic correspondence from service e-mail account.
Maintain regular communication with colleagues within the service.
Admin Support
Provision of an effective admin service to the clinical team. This will include use of the best practice and techniques in IT to ensure high quality information and administrative systems are in place.
Provide an efficient word processing service to a high quality standard using Microsoft office packages in respect of all types of documentation including letters and reports to GPs and other involved agencies.
Operation of internal information systems, ensuring accurate and up to date information and data is processed and maintained.
Provide reception duties and receive incoming calls, ensuring that visitors and callers are dealt with in a courteous and helpful manner and messages are promptly passed to the appropriate team / member of staff.
- Support team meetings, production of minutes when requested.
- Effectively cover admin requirements of the team when colleagues are on leave.
- Demonstrate activities and provide support for less experienced members of staff within the team.
- Support and adhere to general protocols in relation to health, safety and security and Information Governance.
Referral Management
- Registering and processing new referrals and re-referrals on Systm One, including completion of all tasks associated with the activity.
- Alongside the wider admin team ensure that waiting lists for various parts of the clinical pathway are monitored and managed effectively so that patients are offered appointments in a timely fashion.
- Signpost referrers when required to the referral criteria and referral available via our service website and pressportal.
- Maintain records of protected characteristics and communication preferences for service users, ensure that these are communicated with clinical staff and recorded on Systm One for reporting.
Clinical Pathway Administration
- To manage clinician and student ledgers on Systm One and be able to amend when required.
- To manage appointments including, booking, and rescheduling appointments when required.
- To ensure that all clinical outcome and service outcome data is forwarded to the relevant team members in a timely fashion.
- To work with the admin team to monitor and develop admin processes to support the efficiency of the service pathway.
Finance, Resources & Estates
- Monitor and order routine supplies and complete and monitor requisitions, liaise with the procurement team, when indicated.
- Inform Team manager when invoices are received and require authorisation.
- Support the admin team to develop ways of optimising use of resources and reducing waste.
Report any building issues to estates and manage access to the building at an appropriate time for any maintenance work required.
Job description
Job responsibilities
The post holder will be well organised and able to prioritise their work effectively, work well within a team and be able to deal with highly confidential, potentially sensitive information about staff or service users.
They will engage with the wider team and contribute to the development of team objectives, and work collaboratively to support the implementation of these objectives.
The post holder will be required to maintain their existing skills and develop/receive training in new skills as required to carry out the work of the Trust. They will undertake any other duties within the general scope of the post and appropriate to the grading. Any change of duties will be discussed with the post holder prior to implementation.
Communication
- First point of contact with the service: Deal with enquiries and liaise with service users, carers, referring GPs and other health and social care professionals from external agencies and within the Trust.
- Deal with highly confidential, potentially sensitive information. Maintain confidential and accurate messaging systems.
- Deal with incoming paper, electronic and telephone correspondence, check information received, respond in an appropriate manner and document actions taken as appropriate.
- Direct/re-direct outgoing paperwork and electronic correspondence from service e-mail account.
Maintain regular communication with colleagues within the service.
Admin Support
Provision of an effective admin service to the clinical team. This will include use of the best practice and techniques in IT to ensure high quality information and administrative systems are in place.
Provide an efficient word processing service to a high quality standard using Microsoft office packages in respect of all types of documentation including letters and reports to GPs and other involved agencies.
Operation of internal information systems, ensuring accurate and up to date information and data is processed and maintained.
Provide reception duties and receive incoming calls, ensuring that visitors and callers are dealt with in a courteous and helpful manner and messages are promptly passed to the appropriate team / member of staff.
- Support team meetings, production of minutes when requested.
- Effectively cover admin requirements of the team when colleagues are on leave.
- Demonstrate activities and provide support for less experienced members of staff within the team.
- Support and adhere to general protocols in relation to health, safety and security and Information Governance.
Referral Management
- Registering and processing new referrals and re-referrals on Systm One, including completion of all tasks associated with the activity.
- Alongside the wider admin team ensure that waiting lists for various parts of the clinical pathway are monitored and managed effectively so that patients are offered appointments in a timely fashion.
- Signpost referrers when required to the referral criteria and referral available via our service website and pressportal.
- Maintain records of protected characteristics and communication preferences for service users, ensure that these are communicated with clinical staff and recorded on Systm One for reporting.
Clinical Pathway Administration
- To manage clinician and student ledgers on Systm One and be able to amend when required.
- To manage appointments including, booking, and rescheduling appointments when required.
- To ensure that all clinical outcome and service outcome data is forwarded to the relevant team members in a timely fashion.
- To work with the admin team to monitor and develop admin processes to support the efficiency of the service pathway.
Finance, Resources & Estates
- Monitor and order routine supplies and complete and monitor requisitions, liaise with the procurement team, when indicated.
- Inform Team manager when invoices are received and require authorisation.
- Support the admin team to develop ways of optimising use of resources and reducing waste.
Report any building issues to estates and manage access to the building at an appropriate time for any maintenance work required.
Person Specification
Training and Qualifications
Essential
- oGood standard of education, GCSE grade C and above in English Language, Maths or equivalent.
Desirable
- oRSA III Word processing/Typewriting
- oFirst Aid training
Knowledge and Skills
Essential
- oExcellent communication and interpersonal skills with the ability to remain tolerant, receptive and responsive to people accessing the service.
- oAbility to manage and prioritise own workload effectively.
- oResponsible approach to dealing with confidential issues.
- oHigh level of accuracy and attention to detail.
Desirable
- oKnowledge/understanding of reporting activity data and outcome measures.
- oKnowledge/understanding of processing procurement and invoices.
- oUse of Systm One
- oKnowledge/understanding of safeguarding issues.
Experience
Essential
- oPrevious administrative experience.
- oSkilled user of Microsoft Office - particularly Word, Power Point, Excel and Teams.
Desirable
- oPrevious experience working within a clinical NHS setting.
- oKnowledge/understanding of SystmOne
Other
Essential
- oAbility to work flexibly as part of a team to meet the needs of the service.
- oWillingness to learn and acquire new knowledge and skills in areas new to the post holder.
- oAbility to work accurately under pressure and to deadlines without undue stress.
Person Specification
Training and Qualifications
Essential
- oGood standard of education, GCSE grade C and above in English Language, Maths or equivalent.
Desirable
- oRSA III Word processing/Typewriting
- oFirst Aid training
Knowledge and Skills
Essential
- oExcellent communication and interpersonal skills with the ability to remain tolerant, receptive and responsive to people accessing the service.
- oAbility to manage and prioritise own workload effectively.
- oResponsible approach to dealing with confidential issues.
- oHigh level of accuracy and attention to detail.
Desirable
- oKnowledge/understanding of reporting activity data and outcome measures.
- oKnowledge/understanding of processing procurement and invoices.
- oUse of Systm One
- oKnowledge/understanding of safeguarding issues.
Experience
Essential
- oPrevious administrative experience.
- oSkilled user of Microsoft Office - particularly Word, Power Point, Excel and Teams.
Desirable
- oPrevious experience working within a clinical NHS setting.
- oKnowledge/understanding of SystmOne
Other
Essential
- oAbility to work flexibly as part of a team to meet the needs of the service.
- oWillingness to learn and acquire new knowledge and skills in areas new to the post holder.
- oAbility to work accurately under pressure and to deadlines without undue stress.
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.
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).
Additional information
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.
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).
