Assertive Outreach Team Clinical Administrator

This is an exciting opportunity to join the Assertive Outreach Team.
The role of the clinical administrator within the Assertive Outreach Team is an integral part of the whole administrative function and will provide an effective and efficient support service to the multi-disciplinary staff team, performing tasks and duties using own initiative as directed by the Team Administrator/Admin Coordinator.
The post holder will be expected to provide admin support to individuals and the service, provide cover amongst colleagues to fill gaps and to ensure continuity of services within the service directorate if required. 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 clinical administrator will be responsible for:
+ providing dedicated administration/secretarial support to medical staff within the service
+ providing administration/secretarial support to other clinical staff groups.
+ processing referrals or internal transfers, ensuring associated activity on Insight & Outlook 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 managed including reception management., + The provision of an effective admin service to medical staff and wider multi-disciplinary team including typing of letters, reports, email, audio transcription and completion of appropriate forms in Insight (Patient Administration System, PAS).
+ Deal with incoming correspondence, checking information received and responding where appropriate.
+ Organise meetings, booking rooms/venues, arranging hospitality etc.
+ Support meetings chaired or attended by medics/clinicians and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes as requested.
+ Assist in the completion and processing of study leave and annual leave applications.
+ Completion of relevant e-forms on behalf of the team
+ Receiving and processing of referrals into service, including the completion of all associated tasks.
+ Support the Admin Manager and Team Co-ordinator to ensure that waiting lists are managed effectively and service users are offered appointments within targets.
+ Monitoring all methods of receiving incoming referrals/transfers - e.g. email and voicemail mailboxes, message boards etc.
+ Clinic booking, rescheduling and cancelling appointments, including medic clinics (Consultant, Specialty Dr, Junior docs) and all other clinic structures,
This list is not exhaustive and you should read the attached Job description and person specification prior to applying, + The provision of an effective admin service to medical staff and wider multi-disciplinary team including typing of letters, reports, email, audio transcription and completion of appropriate forms in Insight (Electronic Patient Record EPR).
+ Deal with incoming correspondence, checking information received and responding where appropriate.
+ Maintain an electronic diary and personal appointment system for the medics/clinicians as required by individual staff.
+ Organise meetings, booking rooms/venues, arranging hospitality etc.
+ Support meetings chaired or attended by medics/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.
+ Completion of relevant e-forms on behalf of the team
Referral/Transfer Management
+ Receiving and processing of referrals into service, including the completion of all tasks associated with the activity
+ Support the Admin Manager and Team Co-ordinator 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 - e.g. email and voicemail mailboxes, message boards etc.
Clinic Administration
+ Clinic booking, rescheduling and cancelling appointments, including medic clinics (Consultant, Specialty Dr, Junior docs) and all other clinic structures,
+ Understand medical students availability for clinics and schedule accordingly
+ Request clinic letters and test results
We aim to be an organisation that is diverse and inclusive and to meet this aim we welcome applications from people with a wide range of life experience and whose diversity echoes the diversity of Sheffield, that of the people who use our services, and that of the people who may need to use our services but face barriers to access. Please think about your personal values and how these align with our values when you are applying. Find out more about our organisation through our website.
We are a Disability Confident employer level 2 and hope to achieve level 3 this year. We offer a guaranteed interview to disabled applicants who meet all of the essential criteria for a role. When you apply you will have the opportunity to let us know if you require adjustments to be made, please contact us if you are not sure or if you require adjustments to the application process itself.
Our six staff network groups welcome new members, these are:
+ The Ethnically Diverse Staff Network Group
+ The Disability Staff Network Group
+ The Lived Experience Staff Network Group
+ The Rainbow Staff Network Group
+ The Staff Carers Staff Network Group
+ The Women's Staff Network Group
We know how important flexible working can be to applicants and therefore we encourage you to discuss any working arrangements as part of this process. We will always aim to accommodate requests, wherever possible.
The Trust is committed to safeguarding adults and children and as part of our safe recruitment practice the successful applicant(s) will be subject to a check with the Disclosure and Barring Service (DBS) if it is deemed appropriate for the role. The cost of the DBS check (currently up to £48.23) must be met by the successful applicant(s).
When applying for this post you will redirected to complete your application in our preferred applicant management system, Trac. If you are successfully offered a role, information will also be transferred into the national NHS Electronic Staff Records system. In addition, in submitting an application, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.
Use of Artificial Intelligence (AI) when writing job applications
If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting statement.
While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you're applying for, nor can they accurately reflect your skills, knowledge, and experience. It is crucial that you personalise your supporting statement by articulating these in your unique voice.
Relying solely on AI to write your application or supporting statement is not advocated by SHSC and could negatively impact your chances of success in the application process.
For example, AI responses…

• usually lack relevance and fail to address the key criteria outlined in the job description and person specification.


• may come across as generic and fail to distinguish you from other applicants.


• may be ambiguous or open to misinterpretation. Without careful review and editing, the supporting statement could convey messages that are unclear or misconstrued by hiring managers.


• may include qualifications, skills, knowledge or experience that you do not possess, potentially leading to misrepresentation.

Supporting Statement
The supporting statement is an opportunity for you to showcase how your qualifications, knowledge, skill and experiences align with the requirements and criteria outlined in the job description and person.
Recruiting managers score applications based on the criteria listed in the person specification. Managers will be looking for evidence of how you meet these criteria. To increase your chances of securing an interview, provide examples of how you have applied your skills and knowledge in real-life situations. Share work-related successes and challenges you've navigated that align with the criteria. These could be from various aspects of your life, including work, education, and personal experiences.
Consider structuring your statement with clear headings or bullet points. This approach will help both you and the recruiting manager navigate through your application more effectively.

At Sheffield Health and Social Care NHS Foundation Trust we provide a range of mental health, learning disability, substance misuse, primary care and other specialist services designed around the needs of people in our city.
We have a dedicated and skilful team of people caring in Sheffield, which you could become a part of.
Our values are at the heart of everything we do. These are: working together for our service users, respect and kindness, everyone counts, commitment to quality, improving lives., 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.