Sheffield Health Partnership University NHS Foundation Trust
Clinical Administrator
The closing date is 11 May 2026
An exciting opportunity exists to work in a dynamic & motivated team providing administration support to the North Adult CMHT. This is a local mental health team based at Southey Hill providing care & treatment for individuals experiencing mental health problems living in the community.
This post is primarily focused on coordinating unplanned interventions & support for people awaiting allocation to a named worker. It includes the management of a clinic diary, allocating tasks to clinical staff members, and managing the email inbox with at times complex & challenging telephone calls from internal and external organisations.
You must be able to organise & prioritise your own workload, work effectively with initiative, and be aware of confidentiality issues.
Main duties of the job
The clinical administrator will be responsible for:
* Providing dedicated administration and secretarial support to all clinical staff within the locality MDTs.
* Arranging and attending professional meetings and MDT meetings. Take minutes, type, and distribute minutes/notes internally and externally.
* Providing cover for MDTs and other meetings as required.
* Being the lead for providing admin support for the individual care group you are allocated to and providing cross-cover where required.
* Managing clinics across the service, including booking/cancelling appointments and ensuring associated correspondence is accurate and timely.
* Providing reception and telephony cover for reception/outpatient clinics when required.
Job responsibilities
Dedicated admin support for clinical staff
* Provision of an effective admin service to all staff, including typing letters, reports, and email, audio transcription, and completing appropriate forms in the Patient Administration System.
* Deal with incoming correspondence, checking information received and responding where appropriate.
* Maintain an electronic diary and personal appointment system for all clinicians.
* Organise meetings, book rooms/venues, and arrange hospitality.
* Support meetings chaired or attended by medics/clinicians and take minutes as requested.
* Provide support to CTMs with new starters in terms of training and documentation.
Referral Management
* Attendance at the weekly MDTs and updating referrals/waiting lists.
Clinic Administration
* Provide cross-cover in the absence of the Medical Secretaries to Consultants.
* Providing clinical administration to all staff in the care groups.
* Diary management where required.
Communication
* Deal with incoming telephone calls, take messages where appropriate, and handle urgent criteria or challenging situations.
* Accurately input data using various forms, formats, and systems in the Patient Information System.
* Operate internal information systems ensuring accurate and up-to-date information is processed and maintained.
* Typing tasks including team typing, transcription, report typing, and medic letters via BigHand dictation.
* Liaise with clinicians.
* Field calls, divert calls, and use the Patient Information System.
* Document outcomes from triage assessments and appointments, e.g., for transfer of care, sending letters.
* Liaise with service users, carers, GPs, voluntary agencies, police, ambulance service, and a wide range of medical, nursing and other staff internally and externally.
Management/Human Resource
* Maintain a flexible and responsive approach to tasks whilst self-directing workload through careful time management within broad procedural guidelines.
* Provide support for newer or less experienced members of staff within the team.
Other/General Admin
* Work between Trust sites where required.
* Support and adhere to general building protocols in relation to health, safety, and security.
Service Development
* Responsible for ensuring that Trust policies are followed within the service(s) and propose improvements to administrative policies and processes.
Person Specification
Qualifications
* Good standard of education at GCSE level or higher.
* RSA 3 Word Processing/Typewriting or equivalent.
* GCSE in English language or equivalent.
* Training to Vocational Level 3 in business administration or equivalent level of experience.
* Knowledge of the Patient Information System.
Experience
* Previous admin/secretarial experience in a similar role.
* Experience of working in an NHS/healthcare environment.
* Previous experience of working with diverse and vulnerable populations.
Knowledge
* Responsible approach to dealing with confidential issues.
* Wide range of admin skills, including minute taking.
* Ability to prioritise workload and manage own workload effectively.
* Ability to work as part of a team.
* Ability to research/access information.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a disclosure to the Disclosure and Barring Service will be required.
Employer name
Sheffield Health Partnership University NHS Foundation Trust
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