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Job summary

Main area
Clinical Administrator for PCMHT
Grade
NHS AfC: Band 3
Contract
Permanent: Full time
Hours
Full time - 35 hours per week (35 hours per week)
Job ref
457-26-8309010
Employer
Sheffield Health Partnership University NHS Foundation Trust
Employer type
NHS
Site
Distington House
Town
Sheffield
Salary
£24,071 - £25,674 per annum pro rata
Salary period
Yearly
Closing
16/10/2026 08:00

Employer heading

Sheffield Health Partnership University NHS Foundation Trust logo

Clinical Administrator

NHS AfC: Band 3

About us

Sheffield Health Partnership University NHS Foundation Trust (SHPU) is an NHS Trust that is primarily focused on mental health and wellbeing, learning disabilities, neurodiversity and dementia. Our vision is to improve the mental, physical and social wellbeing of the people in our communities. Our services include some highly specialised regional services such as Gender Identity Services and Forensic Secure Mental Health; and a wide variety of local and neighbourhood-based services such as primary care mental health and Talking Therapies. This is in addition to being the major provider of secondary mental healthcare for the people of Sheffield. 

We have a dedicated and skillful team of people caring in Sheffield, which you could become a part of.

Our values are at the heart of everything we do.

We work together, We are respectful and Kind, We are inclusive and We keep improving.

 

 

Job overview

The role of the Clinical Administrator within the Primary and Community Mental Health service 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 Administrator/Admin Coordinator and Operations 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.

Sheffield Health Partnership University NHS Foundation Trust is currently unable to provide sponsorship for this role. If you hold a visa which allows you to work in the UK, you are welcome to apply for this role however our policy requires you to have at least 12 months on your visa at commencement of your employment for training and operational reasons.  This means that you need at least 15 months right to work in the UK at the point of application to enable employment checks to be undertaken. 

In order for your application to progress, where applicable you are required to supply your share code.

There is a cap on applications on this vacancy therefore it may close earlier when the maximum applications received.

Main duties of the job

·        Dealing with incoming telephone calls, taking messages where appropriate.  This will sometimes involve dealing with challenging situations.

·        Accurately input data using various forms, formats and systems including SystmOne

·        Operation of internal information systems ensuring accurate and up to date information is processed and maintained.   

·        Typing  

·        Processing correspondence

·        Liaising with clinicians

·        Phone calls: effective message taking, fielding calls, diverting calls, use of SystmOne

·        Liaising with service users, carers, GP’s, voluntary agencies and a wide range of multi-disciplinary staff and other staff both internal and external

·        Clinic booking, rescheduling and cancelling appointments

·        Understand clinician availability for clinics and schedule accordingly

 

Working for our organisation

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.

Detailed job description and main responsibilities

·        The provision of an effective admin service to clinical staff and wider multi-disciplinary team including typing of letters, reports, email, audio transcription and completion of appropriate forms in SystmOne.

·        Deal with incoming correspondence, checking information received and responding where appropriate.

·        Maintain an electronic diary and personal appointment system for the clinicians as required

·        Organise meetings, booking rooms/venues, arranging hospitality etc.

·        Support meetings chaired or attended by 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.

·        You will be expected to attend a face-to-face meeting for PCMH triage once per week which will be office based. You will therefore need to be able to travel.

Person specification

Training and Qualifications

Essential criteria
  • • Good standard of education at GCSE level or higher
  • • RSA 3 Word Processing/Typewriting or equivalent.
  • • Training to Vocational Level 3 in business admin or equivalent level of experience.
Desirable criteria
  • • Knowledge of SystmOne system.

Behaviour and Values

Essential criteria
  • • Responsible approach to dealing with confidential issues.
  • • Ability to adapt to varying demands of the job role.
  • • Ability to work flexibly with colleagues to meet the needs of the service.

Experience

Essential criteria
  • • Previous admin/secretarial experience gained in a similar role.
  • • Able to work under pressure in a changing environment.
Desirable criteria
  • • Experience of working in an NHS/healthcare environment.

Employer certification / accreditation badges

Listening into Action (LiA)Veteran AwareApprenticeships logoNo smoking policyAge positiveImproving working livesMindful employer.  Being positive about mental health.Disability confident employerArmed Forces Covenant Bronze AwardArmed Forces CovenantCareLeaver CovenantBronze status by the North West Black, Asian and Minority Ethnic Assembly in recognition of it commitment to building anti-racist foundations

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Janet Suggitt
Job title
Clinical Admin Lead
Email address
[email protected]
Telephone number
07850647994
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