Clinical Administrator

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 multi-disciplinary staff team(s), performing particular tasks and duties as directed by the Senior Administrator and Admin & Buildings 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 clinical administrator will be responsible for: · Providing dedicated administration / secretarial support to all Clinical staff within the locality MDT's. · Arranging and attending professional meetings and MDT meetings. Take minutes, typing up of and distributing of minutes / notes both internally and externally. · Provide cover for MDT's and any other meetings as required. · Being the lead for providing admin support for the individual care group you are allocated to and provide cross cover where required. · Providing cover for the management of 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 to meet the needs of the service. · Providing rotational cover for offsite clinics i.e., depot and clozapine clinics., · The provision of an effective admin service to all staff and the wider multi-disciplinary team including typing of letters, reports, email, audio transcription and completion of 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 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. · Provide support to the CTM's with new starters in relation to training and documentation. · Attendance at the weekly MDT's and updating referrals/waiting lists. · Provide cross cover in the absence of the Medical Secretaries to Consultants. · Providing clinical administration to all staff in the care groups. · To provide diary management where required. · 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 systems including the Patient Information System. · Operation of internal information systems ensuring accurate and up to date information is processed and maintained. · Typing - team typing, team transcription, report typing, medic letters via BigHand dictation · Processing correspondence. · Liaising with clinicians. · Phone calls - effective message taking, fielding calls, diverting calls, use of Patient Information System. · Outcomes from triage assessments and appointments, e.g. for transfer of care, sending letters etc. · Liaising with service users, carers, GP's, voluntary agencies, police, ambulance service and a wide range of medical, nursing and other staff both internal and external. · 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. · Be able to work between Trust sites where required to help support the running of the services. · The post holder will be expected to support and adhere to general building protocols in relation to health, safety and security. · Responsible for ensuring that Trust policies are followed within the service(s) and propose improvements to administrative policies and processes to ensure smooth running of the function. 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., Sheffield Health and Social Care NHS Foundation Trust is a major employer and provider of services. Our Service Users, Carers and Staff are central, and our Values are important, to the delivery of high-quality care. We actively seek out individuals who share these values: · Working together for service users · Respect and kindness · Everyone counts · Commitment to quality · Improving lives The South Adult Community Mental Health Team (CMHT) provides support to adults living in the south of Sheffield who have complex or ongoing mental health needs. We provide health and social care support to help aid recovery, promote independence and improve both physical and mental wellbeing. At SHSC, we prioritise the well-being and safety of both our service users and employees. It is our policy and a condition of employment that all employees must join the DBS Update Service. This service carries an annual fee, which employees are responsible for paying up front. However, employees may claim this cost back through the Trust's Employee Expenses Reimbursement Policy. For those requiring a Basic DBS check, it is necessary to register for a DBS Online Account.