Senior Clinical Administrator/Medical Secretary
| Posting date: | 07 October 2025 |
|---|---|
| Salary: | £27,485.00 to £30,162.00 per year |
| Additional salary information: | £27485.00 - £30162.00 a year |
| Hours: | Full time |
| Closing date: | 12 October 2025 |
| Location: | SHEFFIELD, S5 7JT |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9457-25-0307 |
Summary
Using the full Microsoft Office suite to full advantage, and particularly Word, Power Point and Excel packages, RiO Use the best techniques in IT and best practice to ensure high quality management information and administration systems are in place. To have oversight of diaries and calendars for medics and junior Doctors Coordination of team meetings, production of agendas and minutes. To provide line management supervision for junior colleagues in the administration team if required. Organising appointments/assessments for the medics and clinicians Sending/uploading prescriptions when required. To compile MDT lists and provide these to clinical lead ahead of MDTs/sending external updates and to upload the minutes onto clinical systems within agreed timescales. Effectively cover other administrative roles in times of annual leave/sickness absence. 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 (medics or otherwise) in a timely manner. Be able to prioritise workload and respond to changing demands daily. To manage the upload of the duty/triage rotas onto the system and make any changes when requested to by the Senior Practitioner. To be able to respond to clinical pathway priorities in relation to urgent and emergency referrals, prescription requests, amending and facilitating appointment changes and changes to the rota. To 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 optimise working relationships. To promote and adhere to the trusts Confidentiality and Code of Conduct Policy. Communication/Administrative Support Produce regular routine information and reports under the direction of the Clinical Leads Develop and maintain efficient electronic filing systems. Medical Audio Transcription, copy typing, word processing etc Prepare documents for external and internal distribution where appropriate. Dealing with enquiries to the team and liaising with external agencies and the Trusts and Non- Statutory providers, which includes maintaining a confidential and accurate message system. Receive, screen, and make telephone calls and take referrals and process accordingly. 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. Record and brief the Senior Practitioner of issues in line with clinical safety or patients and staff including complaints. Directing/re-directing outgoing paperwork and electronic mail. To communicate concerns with systems, workload and processes and work towards acceptable solutions Record and brief the Clinical Lead of issues In line with clinical safety or patients and staff including complaints. Will need good organisational and interpersonal skills. Good command of verbal/written English Ability to assimilate and present information Planning & Time Management Organise meetings, booking rooms/venues, arranging hospitality etc. Support Liaison Psychiatry team meetings and be sensitive to the issues under discussion, preparing notes/agendas and taking minutes. Meetings may involve internal and external participants. Completion of relevant e-forms when required Maintain an electronic diary and appointment system for clinicians and medics as and when necessary. Responding to priority and standard tasks within discussed and expected timescales from the clinical lead/Senior Practitioner and other members of the clinical team. To alert the clinical lead if timescales are likely to be breached. To demonstrate an awareness of the patient experience and potential implications of time delays to their standard of care. Finance & Resources Preparing invoices for payment and querying/investigating invoice problems. Ordering and receiving supplies via NHS supplies online ordering system and non-stock requisitions. Management/Human Resources Managing key areas of responsibility within the Liaison Psychiatry Service, which will include liaising with other members of staff within these areas of responsibility. Maintain a flexible and responsive approach to tasks whilst self-directing workload through careful time management within broad procedural guidelines. Information/data gathering for governance & performance purposes. Assist in the recruitment and selection of admin staff. Assist in the induction of new staff Any other duties and responsibilities appropriate to the grade and purpose of the job as may be agreed between the post holder and management Service Development Propose changes to administrative policies and processes to ensure smooth running of the admin support function.