Administrator

at  Sheffield Health and Social Care NHS Foundation Trust

The post holder will be well organised and able to prioritise their work effectively, work well within a team and be able to deal with highly confidential, potentially sensitive information about staff or service users. They will engage with the wider team and contribute to the development of team objectives, and work collaboratively to support the implementation of these objectives. The post holder will be required to maintain their existing skills and develop/receive training in new skills as required to carry out the work of the Trust. They will undertake any other duties within the general scope of the post and appropriate to the grading.
Any change of duties will be discussed with the post holder prior to implementation. Communication First point of contact with the service: Deal with enquiries and liaise with service users, carers, referring GPs and other health and social care professionals from external agencies and within the Trust. Deal with highly confidential, potentially sensitive information. Maintain confidential and accurate messaging systems.
Deal with incoming paper, electronic and telephone correspondence, check information received, respond in an appropriate manner and document actions taken as appropriate. Direct/re-direct outgoing paperwork and electronic correspondence from service e-mail account. Maintain regular communication with colleagues within the service. Admin Support Provision of an effective admin service to the clinical team.
This will include use of the best practice and techniques in IT to ensure high quality information and administrative systems are in place. Provide an efficient word processing service to a high quality standard using Microsoft office packages in respect of all types of documentation including letters and reports to GPs and other involved agencies. Operation of internal information systems, ensuring accurate and up to date information and data is processed and maintained. Provide reception duties and receive incoming calls, ensuring that visitors and callers are dealt with in a courteous and helpful manner and messages are promptly passed to the appropriate team / member of staff.
Support team meetings, production of minutes when requested. Effectively cover admin requirements of the team when colleagues are on leave. Demonstrate activities and provide support for less experienced members of staff within the team. Support and adhere to general protocols in relation to health, safety and security and Information Governance.
Referral Management Registering and processing new referrals and re-referrals on Systm One, including completion of all tasks associated with the activity. Alongside the wider admin team ensure that waiting lists for various parts of the clinical pathway are monitored and managed effectively so that patients are offered appointments in a timely fashion. Signpost referrers when required to the referral criteria and referral available via our service website and pressportal. Maintain records of protected characteristics and communication preferences for service users, ensure that these are communicated with clinical staff and recorded on Systm One for reporting.
Clinical Pathway Administration To manage clinician and student ledgers on Systm One and be able to amend when required. To manage appointments including, booking, and rescheduling appointments when required. To ensure that all clinical outcome and service outcome data is forwarded to the relevant team members in a timely fashion. To work with the admin team to monitor and develop admin processes to support the efficiency of the service pathway.
Finance, Resources & Estates Monitor and order routine supplies and complete and monitor requisitions, liaise with the procurement team, when indicated. Inform Team manager when invoices are received and require authorisation. Support the admin team to develop ways of optimising use of resources and reducing waste. Report any building issues to estates and manage access to the building at an appropriate time for any maintenance work required

Please refer the Job description for details