Clinical Administrator

JOB DESCRIPTION and Person Specification - CLINICAL ADMINISTRATOR

**OPEN DOOR, YOUNG PEOPLE’S CONSULTATION SERVICE**

**JOB DESCRIPTION / PERSON SPECIFICATION**

**Job Title: Clinical Administrator**

**Contract: 12 month fixed term contract (with possibility of extension)**

**Salary: £25,000 gross per annum pro rata to part time hours**

**Responsible to**: **Senior Clinical Administrator**

**Responsible for**: **None**

**Working Hours**: **15 hours/week, must be available to work Wednesdays, and until 7pm one evening**

**PLEASE NOTE THIS ROLE IS SUBJECT TO AN ENHANCED DISCLOSURE AND BARRING SERVICE CHECK. For **further information about this please call us and ask to speak to the Operations Manager.**

**A* **JOB SUMMARY *
- To provide all office and reception administrative systems to support Open Door’s clinical services

This includes delivering the following functions:
**a) Referrals, appointments and clinical administration**
- Take and process self-referrals
- Set up appointments in the patient management database and ensure patient records are up to date at all times
- Provide administrative support to Open Door’s school counsellors and clinical team
- Ensure that patients attending appointments are appropriately greeted
- Liaison and co-operation with other administrative staff, volunteers, and the clinical team
- Organisation of waiting room, resources and notice boards
- Organisation of room bookings for OD and private therapists
- Booking and maintaining records for interpretation services
- Support the Intake Co-ordinator to ensure the waiting list is properly managed and updated
- Communicating with and having knowledge of other local services as required

Open Door currently uses a combination of ClinicOffice, Microsoft Office and Excel to aid the administration of these functions and the post holder is expected to be proficient in the use of these software packages

(training will be provided for ClinicOffice and Excel as appropriate).

**b) Information systems**
- Administration of outcome measures completed by patients at key stages in their treatment
- Helping to prepare information for the management of Open Door’s work or for external funders.

**c) Other Administrative Support**
- Responsible for opening and closing the office

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JOB DESCRIPTION and Person Specification - CLINICAL ADMINISTRATOR

**B TEAM RELATIONSHIPS**

Open Door is a small organisation and good team relationships are important in our working environment.

All the staff working at Open Door are expected to co-operate with their colleagues to deliver a high quality service to all of its clients and customers. This includes young people and adults who use our services, enquirers, referral agencies, external professionals, funders and suppliers. Staff are also expected to contribute to and participate in the general development of Open Door.

**C GENERAL**

1) **Job Description** a) This is not an exhaustive list of duties and responsibilities and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the Director. b) This job description may be reviewed in the light of changing service requirements, any such changes will be discussed with the post holder.

**2) Policies, Procedures and Guidelines ** a) The post holder is required to comply with Open Door’s policies, procedures and guidelines including those related to Equal Opportunities, Health and Safety, Complaints, Child Protection,
Disciplinary and Grievance. b) All information concerning clients and staff must be treated as strictly confidential at all times.

**Person Specification - Clinical Administrator**

**Essential Desirable**

**Education and Qualifications**

**Knowledge and Experience**
- Experience of office administration
- Experience of clinically based office procedures
- Experience of using information systems or Experience of working with young people who databases are vulnerable and at risk
- Knowledge of the voluntary sector
- **Skills and Competencies**
- **Excellent patient care skills with sensitivity to the ** **Ability to respond well to unpredictable changes **needs and circumstances of Open Door patients **in circumstances
- **Excellent administrative skills and the ability to manage a number of tasks simultaneously**:

- **Strong ability to prioritise effectively**:

- **Ability to use Microsoft Office programmes**

**(Outlook, Excel and Word) for administrative functions**
- Excellent standards of literacy and numeracy
- Excellent verbal and written communication skills
- Ability to learn specialist software packages (e.g.

ClinicOffice)
- Excellent time keeping and time-management skills

**Personal Characteristics**

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JOB DESCRIPTION and Person Specification - CLINICAL ADMINISTRATOR
- Ability to work under pressure and as part of a team in a demanding environment
- Good understanding of the importance of a patient focusse