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 Health Inclusion Team.

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).

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

Principal duties

Planning & Time Management
- 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.
- 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