Clinical Administrator

The role of the clinical administrator within the Liaison Psychiatry 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(s), performing particular tasks and duties as directed by the Team.

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 post holder will contribute to an admin rota to provide cover over 7days including evenings.

**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

Dedicated admin support for clinical staff

Referral/Transfer Management

Clinic Administration

Communication

Finance & Resources

Other/General Admin

We are a Health & Social Care NHS Foundation Trust providing a range of diverse services including: generic & specialist mental health care; services for people with learning disability; drug & alcohol services; Improving Access to Psychological Therapies (IAPT); GP Primary Care services; dementia care services; and community based services for those with long term neurological conditions.

Job purpose

The role of the clinical administrator within Liaison Psychiatry 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 Team.

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 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.

Dedicated admin support for clinical staff
- 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.
- Administrating travel records, claims and administration of staff mileage claims.
- 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

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

Communication
- 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 Insight.
- Operation of internal information systems ensuring accurate and up to date information is processed and maintained.
- Typing - Team typing, Report typing, Medic letters, Bighand dictation
- Processing correspondence
- Liaising with clinicians
- Phone calls: effective message taking, fielding calls, diverting calls, use of Insight
- Outcomes from triage assessments and appointments, e.g. discharge