Clinical Administrator (Medical Secretary)
Closing date: 26 April 2026
The Clinical Administrator (Medical Secretary) will operate within Community Mental Health Services, supporting Consultants and Doctors by coordinating appointments, managing electronic records, providing secretarial assistance, and ensuring smooth administration of clinical services.
Key Responsibilities
* Provide dedicated admin/secretarial support to all Consultants/Doctors.
* Arrange and attend professional meetings, take minutes and distribute notes.
* Lead management of the Medical Secretarial email inbox – appointment letters, document uploads to EPR.
* Administer clinic booking, rescheduling and cancellation, ensuring accurate correspondence.
* Book interpreters as required and provide reception/telephony cover for outpatient clinics.
* Operate the electronic diary and personal appointment system for Consultants/Doctors.
* Support meetings, prepare agendas, and ensure documentation is ready for new Doctors.
* Oversee administrative management of prescriptions (e.g., Clozapine) – ordering, issuing and disposal, and maintain records in FP10 format.
* Co‑ordinate the preparation of CTOs, MHTs and MOJs in liaison with the MHA office.
* Deal with incoming telephone calls, messages and urgent queries.
* Maintain and update the EPR system and ensure data integrity across all platforms.
* Provide cross‑cover for colleagues to maintain continuity of service.
Person Specification
Knowledge and Skills
* Confidentiality and professional approach to sensitive information.
* Proficient minute‑taking and written communication.
* Adaptability to varying demands and priorities.
* High accuracy and attention to detail.
* Research and information‑access abilities.
Training and Qualifications
* Good GCSE level or higher education.
* GCSE in English language or equivalent.
* RSA 3 Word Processing/Typewriting (or equivalent).
* Knowledge of the EPR system.
Experience
* Previous admin/secretarial experience in a similar role.
* Experience working within an NHS/healthcare environment.
* Experience working with diverse and vulnerable populations.
Other Requirements
* Ability to work under pressure in a changing environment.
* Willingness to undertake training and personal development.
* Car driver / access to a car for off‑site events/functions.
Disclosure and Barring Service Check
This post requires a Disclosure and Barring Service check under the Rehabilitation of Offences Act (Exemptions Order) 1975.
Employer
Sheffield Health Partnership University NHS Foundation Trust
Salary: £25,760 – £27,476 per annum (pro rata)
Note: This role does not offer sponsorship. Applicants must hold a visa that permits work in the UK for at least 12 months from the start of employment.
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