Job summary
The role of the clinical administrator within Community Mental Health Services is an integral part of the whole administrative function and will provide an effective and efficient support service to the Consultants and Doctors within the team, performing particular tasks and duties as directed by the Consultants/Doctors, wider Senior Leadership Team and Team Administrator/Admin Co-ordinator.
The post holder will be expected to provide admin support to nominated individuals and/or parts of the service but provide cover amongst other colleagues to fill gaps and to ensure continuity of services. It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive to other colleagues in the administrative team.
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 it is important to note that SHSC will be unable to offer sponsorship after your visa expires. You must have at least 15 months on your visa on application & then 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 Clinical Administrator (Medical Secretary) will be responsible for:
Providing dedicated administration / secretarial support to all Consultants /Doctors within the locality MDT's.
Arranging and attending professional meetings as required. Take minutes, typing up of and distributing of minutes / notes both internally and externally.
Being the lead for providing admin support for the Medical Secretarial email inbox (appointment letters, uploading documents to EPR etc)
Administrative management of Consultant/Doctors clinics, including booking/cancelling appointments and ensuring associated correspondence is accurate and timely.
Booking of interpreters as required.
Providing reception and telephony cover for reception / outpatient clinics when required to meet the needs of the service.
Maintaining a professional and approachable attitude at all times and negotiating any other duties as and when they arise.
Ensure a clear desk policy and any confidential waste to be disposed of appropriately.
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 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 provision of an effective admin/secretarial service to all Consultants/Doctors including typing of letters, reports, email, BigHand and completion of appropriate forms in EPR.
Clinic booking, rescheduling, and cancelling appointments for Consultant/Doctors, Specialty Dr, Junior docs. Ensuring activities are recorded on EPR.
Deal with incoming correspondence, checking information received and responding where appropriate.
Maintain an electronic diary and personal appointment system for all Consultants/Doctors.
Organise meetings, booking rooms/venues, arranging hospitality where necessary.
Support meetings chaired or attended by Consultants/Doctors and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested. Meetings may involve internal and external participants.
Ensure all documentation is completed in preparation for all new Doctors to be able to access SHSC systems.
Administrative management of prescriptions (Clozapine) including ordering, issuing and disposal of FP10s. Ensuring documentation is scanned onto systems as appropriate.
Close liaising with MHA office to prepare and organise CTOs, MHTs & MOJs.
Liaising with other services as directed by Consultants/Doctors.
Support meetings chaired or attended by Consultants/Doctors and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested. Meetings may involve internal and external participants.
Ensure all documentation is completed in preparation for all new Doctors to be able to access SHSC systems.
Administrative management of prescriptions (Clozapine)including ordering, issuing and disposal of FP10s. Ensuring documentation is scanned onto systems as appropriate.
Close liaising with MHA office to prepare and organise CTOs, MHTs & MOJs.
Liaising with other services as directed by Consultants/Doctors.
Dealing with incoming telephone calls, taking messages where appropriate. This will sometimes involve dealing with urgent criteria or challenging situations.
Accurately input data using various forms, formats and EPR system.
Operation of internal information systems ensuring accurate and up to date information is processed and maintained.
Typing - team typing, report typing, medic letters.
Processing and date stamp correspondence.
Liaising with service users, carers, GPs, voluntary agencies and a wide range of medical, nursing and other staff both internal and external
Liaising with other services as directed by Consultants/Doctors.
- Maintain and update EPR system.
Cross cover for colleagues within the building and across the wider service as required.
Job description
Job responsibilities
The provision of an effective admin/secretarial service to all Consultants/Doctors including typing of letters, reports, email, BigHand and completion of appropriate forms in EPR.
Clinic booking, rescheduling, and cancelling appointments for Consultant/Doctors, Specialty Dr, Junior docs. Ensuring activities are recorded on EPR.
Deal with incoming correspondence, checking information received and responding where appropriate.
Maintain an electronic diary and personal appointment system for all Consultants/Doctors.
Organise meetings, booking rooms/venues, arranging hospitality where necessary.
Support meetings chaired or attended by Consultants/Doctors and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested. Meetings may involve internal and external participants.
Ensure all documentation is completed in preparation for all new Doctors to be able to access SHSC systems.
Administrative management of prescriptions (Clozapine) including ordering, issuing and disposal of FP10s. Ensuring documentation is scanned onto systems as appropriate.
Close liaising with MHA office to prepare and organise CTOs, MHTs & MOJs.
Liaising with other services as directed by Consultants/Doctors.
Support meetings chaired or attended by Consultants/Doctors and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested. Meetings may involve internal and external participants.
Ensure all documentation is completed in preparation for all new Doctors to be able to access SHSC systems.
Administrative management of prescriptions (Clozapine)including ordering, issuing and disposal of FP10s. Ensuring documentation is scanned onto systems as appropriate.
Close liaising with MHA office to prepare and organise CTOs, MHTs & MOJs.
Liaising with other services as directed by Consultants/Doctors.
Dealing with incoming telephone calls, taking messages where appropriate. This will sometimes involve dealing with urgent criteria or challenging situations.
Accurately input data using various forms, formats and EPR system.
Operation of internal information systems ensuring accurate and up to date information is processed and maintained.
Typing - team typing, report typing, medic letters.
Processing and date stamp correspondence.
Liaising with service users, carers, GPs, voluntary agencies and a wide range of medical, nursing and other staff both internal and external
Liaising with other services as directed by Consultants/Doctors.
- Maintain and update EPR system.
Cross cover for colleagues within the building and across the wider service as required.
Person Specification
Knowledge and Skills
Essential
- Responsible approach to dealing with confidential issues
- Wide range of admin skills, including minute taking
- Ability to adapt to varying demands of the job role
- Ability to prioritise workload and manage own workload effectively
- High level of accuracy and attention to detail
Desirable
- Ability to research/access information
Training and Qualifications
Essential
- Good standard of education at GCSE level or higher
- GCSE in English language or equivalent
- RSA 3 Word Processing/Typewriting or equivalent
Desirable
Experience
Essential
- Previous admin/secretarial experience gained in a similar role
Desirable
- Experience of working in an NHS/healthcare environment
- Previous experience of working with diverse and vulnerable populations
Other
Essential
- Able to work under pressure in a changing environment
- Able to contribute to and work within good practice guidelines
- Willingness to undertake training and personal development in line with the demands of the post
Desirable
- Car driver/access to car in case of attending events/functions off site to support managers or colleagues at other sites
Person Specification
Knowledge and Skills
Essential
- Responsible approach to dealing with confidential issues
- Wide range of admin skills, including minute taking
- Ability to adapt to varying demands of the job role
- Ability to prioritise workload and manage own workload effectively
- High level of accuracy and attention to detail
Desirable
- Ability to research/access information
Training and Qualifications
Essential
- Good standard of education at GCSE level or higher
- GCSE in English language or equivalent
- RSA 3 Word Processing/Typewriting or equivalent
Desirable
Experience
Essential
- Previous admin/secretarial experience gained in a similar role
Desirable
- Experience of working in an NHS/healthcare environment
- Previous experience of working with diverse and vulnerable populations
Other
Essential
- Able to work under pressure in a changing environment
- Able to contribute to and work within good practice guidelines
- Willingness to undertake training and personal development in line with the demands of the post
Desirable
- Car driver/access to car in case of attending events/functions off site to support managers or colleagues at other sites
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.
