Sheffield Health and Social Care NHS Foundation Trust

Senior Clinical Administrator/Medical Secretary

The closing date is 12 October 2025

Job summary

An exciting opportunity has arisen for a Senior Clinical Administrator to join our established administration team in the Liaison Psychiatry Team based in Sheffield.

Our team prides itself on being a group of experienced, supportive, and motivated individuals, with the ability to motivate and influence others, suggest, and implement ideas to improve service performance and efficiency.

Sheffield Health & Social Care 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 it is important to note that SHSC will be unable to offer sponsorship after your visa expires. You must also have at least 12 months on your visa at the start of your employment for training and operational reasons.

Please be advised this post has a cap and once reached will close automatically.

Main duties of the job

The successful candidate will provide a comprehensive administrative support service to our multi-disciplinary team of professionals. The primary function of the role will be to support the team by organising and prioritising clinical admin duties and offering support to consultants and other medics, including taking referrals from a number of professionals over the telephone. You will be required to take clear factual notes for inputting onto the electronic patient record therefore listening skills are of paramount importance for the role.

You should be enthusiastic about the challenges of working in a busy environment and can remain calm under pressure. Additionally, you will need to possess excellent communication skills, be motivated, able to work independently and as part of a multidisciplinary team, and able to work with other partnership agencies.

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.

At SHSC, 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.

Date posted

07 October 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

457-25-7472363

Job locations

The Longley Centre

Norwood Grange Drive

SHEFFIELD

S5 7JT

Job description

Job responsibilities

Using the full Microsoft Office suite to full advantage, and particularly Word, Power Point and Excel packages, RiO

Use the best techniques in IT and best practice to ensure high quality management information and administration systems are in place.

To have oversight of diaries and calendars for medics and junior Doctors

Coordination of team meetings, production of agendas and minutes.

To provide line management supervision for junior colleagues in the administration team if required.

Organising appointments/assessments for the medics and clinicians

Sending/uploading prescriptions when required.

To compile MDT lists and provide these to clinical lead ahead of MDTs/sending external updates and to upload the minutes onto clinical systems within agreed timescales.

Effectively cover other administrative roles in times of annual leave/sickness absence.

Be able to support the duty/triage role i.e., Managing referrals into the service/managing referrals/liaising with referrers when requested to do so.

Responding to requests from clinicians (medics or otherwise) in a timely manner.

Be able to prioritise workload and respond to changing demands daily.

To manage the upload of the duty/triage rotas onto the system and make any changes when requested to by the Senior Practitioner.

To be able to respond to clinical pathway priorities in relation to urgent and emergency referrals, prescription requests, amending and facilitating appointment changes and changes to the rota.

To have a continual awareness of the team workload and level of clinical admin support required whilst also working with individuals to ensure appropriate support mechanisms are in place that optimise working relationships.

To promote and adhere to the trusts Confidentiality and Code of Conduct Policy.

Communication/Administrative Support

Produce regular routine information and reports under the direction of the Clinical Leads

Develop and maintain efficient electronic filing systems.

Medical Audio Transcription, copy typing, word processing etc

Prepare documents for external and internal distribution where appropriate.

Dealing with enquiries to the team and liaising with external agencies and the Trusts and Non- Statutory providers, which includes maintaining a confidential and accurate message system.

Receive, screen, and make telephone calls and take referrals and process accordingly. The post holder will be expected to resolve queries wherever possible, taking messages or redirecting calls as appropriate and ensuring that timely action is taken.

Record and brief the Senior Practitioner of issues in line with clinical safety or patients and staff including complaints.

Directing/re-directing outgoing paperwork and electronic mail.

To communicate concerns with systems, workload and processes and work towards acceptable solutions

Record and brief the Clinical Lead of issues In line with clinical safety or patients and staff including complaints.

Will need good organisational and interpersonal skills.

Good command of verbal/written English

Ability to assimilate and present information

Planning & Time Management

Organise meetings, booking rooms/venues, arranging hospitality etc.

Support Liaison Psychiatry team meetings and be sensitive to the issues under discussion, preparing notes/agendas and taking minutes. Meetings may involve internal and external participants.

Completion of relevant e-forms when required

Maintain an electronic diary and appointment system for clinicians and medics as and when necessary.

Responding to priority and standard tasks within discussed and expected timescales from the clinical lead/Senior Practitioner and other members of the clinical team.

To alert the clinical lead if timescales are likely to be breached.

To demonstrate an awareness of the patient experience and potential implications of time delays to their standard of care.

Finance & Resources

Preparing invoices for payment and querying/investigating invoice problems.

Ordering and receiving supplies via NHS supplies online ordering system and non-stock requisitions.

Management/Human Resources

Managing key areas of responsibility within the Liaison Psychiatry Service, which will include liaising with other members of staff within these areas of responsibility.

Maintain a flexible and responsive approach to tasks whilst self-directing workload through careful time management within broad procedural guidelines.

Information/data gathering for governance & performance purposes.

Assist in the recruitment and selection of admin staff.

Assist in the induction of new staff

Any other duties and responsibilities appropriate to the grade and purpose of the job as may be agreed between the post holder and management

Service Development

Propose changes to administrative policies and processes to ensure smooth running of the admin support function.