Senior Clinical Administrator

The Health Inclusion Team provides an innovative nursing and health visiting service to a transient population. That is; people who live in homeless accommodation, domestic abuse refuges, anti-trafficking refuges, those seeking asylum and refugees (registered with the Mulberry Practice), Gypsies and Travellers The Health Inclusion Team (HIT) Senior Clinical Administrator will be responsible for the provision of a high quality and dedicated administration service to support the service. A key requirement of the job is to support the Clinical Lead by organising and prioritising clinical admin duties within the HIT Service. It is essential that the post holder can exercise initiative suitable to the role and is fully supportive administrative and clinical staff. The post holder will be responsible for daily workload management to support the Clinical Lead and other senior clinicians and offer clinical and administrative support to other colleagues within the team. In collaboration with the Clinical Lead to flexibly undertake any required admin generated from clinical activity or related team meetings or processes to support and ensure an efficient service administrative for the Highly Specialist Services., Using the full Microsoft Office suite to full advantage, and particularly Word, Power Point and Excel packages. Coordination of team meetings, production of agendas and minutes. Use the best techniques in IT and best practice to ensure high quality management information and administration systems are in place. To provide line management supervision for junior colleagues in the admin department. Effectively cover the admin requirements of the service when colleagues are on leave. Be able to support the duty/triage role i.e., Managing referrals into the service/managing referrals/liaising with referrers when requested to do so. Responding to requests from clinicians in a timely manner. Able to prioritise workload and respond to changing demands daily. Manage the duty rosters onto the system and make any changes when requested to by the Clinical Lead. Able to respond to clinical priorities in relation to referrals, amending and facilitating appointment changes and changes to the roster. Have a continual awareness of the team workload and level of clinical admin support required whilst also working with individuals to ensure appropriate support mechanisms are in place that optimize working relationships. Promote and adhere to the Trust policies and procedures. Develop and maintain Standard Operating Procedures and User Guides for the Team (particularly new starters)., + Co-ordinate and participate in meetings, booking rooms/venues, arranging hospitality etc. + Participate in meetings of a significant nature and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes. Meetings may involve internal and external participants. + Assist in the completion and processing of study leave and annual leave applications. Maintaining HIT SHSC Health roster + Administrating travel records claims and administration of staff mileage claims. + Administration and monitoring of staff sickness. Producing and distributing data to appropriate staff. + Completion of relevant e-forms on behalf of Team. + Be responsible for the upkeep of the personal files for staff within remit of the team. + To contribute to developing protocols and ensuring robust policies and 'Standard Operational Procedures' are in place which befit SHSCFT policies and procedures + Assist the processes of user involvement which encourage patient feedback, collate, and analyse the results. + Assist with records audit together with Team Lead within the SHSC time limits. Communication/Admin Support + Dealing with highly confidential, potentially sensitive information + Prepare documents for external and internal distribution where appropriate. + Produce regular routine information and reports under the direction of the Management Team. + Set up and maintain efficient electronic filing systems, to ensure prompt handling of correspondence and enquiries. + Dealing with enquiries to the team and liaising with service users, relatives and professionals from external agencies and the Trust, which includes maintaining a confidential and accurate message system. + Receive, screen, and make telephone calls. The post holder will be expected to resolve queries wherever possible, taking messages or redirecting calls as appropriate and ensuring that timely action is taken. + Direct/re-direct outgoing paperwork and electronic mail. + To liaise with internal/external agencies to resolve sensitive issues such as: Missing families who have left no forwarding address, children missing in education. + Work with staff from the wider Trust where applicable. Management/Human Resources + Managing key areas of responsibility within the Health Inclusion Team which will include the instruction/direction of other members of staff within these areas of responsibility, e.g., invoice processing. + Provide workload management, supervision, and appraisal (PDR) of junior staff, including management of early-stage sickness/absence + Maintain a flexible and responsive approach to tasks whilst self-directing workload through careful time management within broad procedural guidelines. + Information/data gathering for governance & performance purposes, for example maintaining and tracking compliance with mandatory training for the Directorate. + Monitor and maintain Health Roster assess requests for leave. + In the absence of senior staff ensure cover is provided during absences to maintain an efficient and effective service. + To support team lead with the process of recruiting new staff. + Develop and maintain Standard Operating Procedures and User Guides for the Team (particularly new starters). + To develop training sessions for the applications supported by SystmOne service so that effective and accurate training is delivered to the requirements of staff. Finance & Resources Preparing invoices for payment and querying/investigating invoice problems. + Ordering supplies and completing and monitoring requisitions etc. + To be solely responsible for the Petty Cash float within the team in accordance with SHSC Petty Cash Policies & Procedures 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.