An exciting opportunity to join a new primary care focussed community mental health service for adults and older adults. The service is a collaborative partnership between Sheffield Health and Social Care, Primary Care Sheffield, and Sheffield MIND. It focuses on developing a primary care and community-based support service for people with severe mental illness.
This opportunity is within an innovative and passionate person-centred team with-in a flexible and adaptable hybrid (Office / Home Working) working environment.
The role is responsible for the provision of a high quality and dedicated administration service to the multi-discipline team and their functions. A key requirement of the job is to support the process of internal transfers of service users and appointment bookings.
You must be able to organise and prioritise your work effectively with the ability to work on your own initiative, as well as an awareness of issues in relation to other colleagues and confidentiality.
It is essential that you have excellent communication, organisational skills and be able to converse with a wide range of professionals. You should be flexible, adaptable, and willing to work as part of a team in order to meet the changing needs of the service. Further information can be accessed about the role – link below and / or contact Jules Swinburn – [email protected]
Find out more about our service here.
The role of the Clinical Administrator within the Primary and Community Mental Health service is an integral part of the whole administrative function, and will provide an effective and efficient support service to the multi-disciplinary staff team(s), performing particular tasks and duties as directed by the Team Administrator/Admin Co-ordinator and Senior Operational Manager.
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.
The Trust is a major employer and provider of services. We are committed to building a workforce which reflects the diversity of and meets the needs of the local community.
We oppose all forms of discrimination on legal and moral grounds, and recognise that discrimination creates barriers to achieving equality for everyone.
The Trust is committed to making equality of opportunity and fair treatment a reality whereby an individual can seek, obtain and continue employment without unfair discrimination.
As an equal opportunities employer, we will ensure that all job applicants and employees receive fair and equal treatment and will not be disadvantaged by unjustified conditions or requirements.
The Trust’s Equal Opportunities and Dignity at Work Policy underpins the Trust’s commitment to achieve equality and fairness at work and to ensure that individuals or groups are not unfairly discriminated against.
We are committed to improving our practice through signing up to initiatives such as Stonewall Champions, the Disability Standard/Disability Confident and Mindful Employer.
The clinical administrator will be responsible for:
- Providing dedicated administration/secretarial support to clinical staff within the service
- Processing referrals or internal transfers, ensuring associated activity on Insight, SystmOne (plus other relevant record systems) and any correspondence is accurate and timely
- Management of clinics across the service, including booking/cancelling appointments and ensuring associated correspondence is accurate and timely
- The provision of an effective admin service to clinical staff and wider multi-disciplinary team including typing of letters, reports, email, audio transcription and completion of appropriate forms in SystmOne.
- Deal with incoming correspondence, checking information received and responding where appropriate.
- Maintain an electronic diary and personal appointment system for the clinicians as required
- Organise meetings, booking rooms/venues, arranging hospitality etc.
- Support meetings chaired or attended by clinicians and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested. Meetings may involve internal and external participants.
- Assist in the completion and processing of study leave and annual leave applications.
- Administrating travel records, claims and administration of staff mileage claims.
- Completion of relevant e-forms on behalf of the team
- Receiving and processing of referrals into service, including the completion of all tasks associated with the activity
- Support the Team Administrator/Admin Co-ordinator and clinicians to ensure that waiting lists are managed effectively and service users are offered appointments within target times
- Monitoring all methods of receiving incoming referrals/transfers
- Clinic booking, rescheduling and cancelling appointments
- Understand clinician availability for clinics and schedule accordingly
- Request clinic letters and test results
- Dealing with incoming telephone calls, taking messages where appropriate. This will sometimes involve dealing with challenging situations.
- Accurately input data using various forms, formats and systems including SystmOne
- Operation of internal information systems ensuring accurate and up to date information is processed and maintained.
- Processing correspondence
- Liaising with clinicians
- Phone calls: effective message taking, fielding calls, diverting calls, use of Insight
- Liaising with service users, carers, GP’s, voluntary agencies and a wide range of multi-disciplinary staff and other staff both internal and external
- Ordering supplies, completing requisitions, ensuring stock control etc.
- Maintain a flexible and responsive approach to tasks whilst 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.
- Maintain and update existing electronic or hard copy filing systems
- Cross cover for colleagues within the building and across the wider service as required
- Be able to work between sites where required to help support the running of the service.
- The post holder will be expected to support and adhere to general building protocols in relation to health, safety and security.