Senior Clinical Administrator

The Health Inclusion Team provides an innovative nursing and health visiting service to a transient population. That is; people who live in homeless accommodation, domestic abuse refuges, anti-trafficking refuges, those seeking asylum and refugees (registered with the Mulberry Practice), Gypsies and Travellers



The Health Inclusion Team (HIT) Senior Clinical Administrator will be responsible for the provision of a high quality and dedicated administration service to support the service.



A key requirement of the job is to support the Clinical Lead by organising and prioritising clinical admin duties within the HIT Service. It is essential that the post holder can exercise initiative suitable to the role and is fully supportive administrative and clinical staff.



The post holder will be responsible for daily workload management to support the Clinical Lead and other senior clinicians and offer clinical and administrative support to other colleagues within the team.



In collaboration with the Clinical Lead to flexibly undertake any required admin generated from clinical activity or related team meetings or processes to support and ensure an efficient service administrative for the Highly Specialist Services.



Using the full Microsoft Office suite to full advantage, and particularly Word, Power Point and Excel packages.



Coordination of team meetings, production of agendas and minutes.



Use the best techniques in IT and best practice to ensure high quality management information and administration systems are in place.



To provide line management supervision for junior colleagues in the admin department.



Effectively cover the admin requirements of the service when colleagues are on leave.



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 in a timely manner.



Able to prioritise workload and respond to changing demands daily.



Manage the duty rosters onto the system and make any changes when requested to by the Clinical Lead.



Able to respond to clinical priorities in relation to referrals, amending and facilitating appointment changes and changes to the roster.



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 optimize working relationships.



Promote and adhere to the Trust policies and procedures.



Develop and maintain Standard Operating Procedures and User Guides for the Team (particularly new starters).



We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.



What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share.



It’s important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of



If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.



We are all very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us.



Principal duties



Planning & Time Management



Co-ordinate and participate in meetings, booking rooms/venues, arranging hospitality etc.



Participate in meetings of a significant nature and to be sensitive to the issues under discussion, preparing notes/agendas and taking minutes. Meetings may involve internal and external participants.



Assist in the completion and processing of study leave and annual leave applications. Maintaining HIT SHSC Health roster



Administrating travel records claims and administration of staff mileage claims.



Administration and monitoring of staff sickness. Producing and distributing data to appropriate staff.



Completion of relevant e-forms on behalf of Team.



Be responsible for the upkeep of the personal files for staff within remit of the team.



To contribute to developing protocols and ensuring robust policies and ‘Standard Operational Procedures’ are in place which befit SHSCFT policies and procedures



Assist the processes of user involvement which encourage patient feedback, collate, and analyse the results.



Assist with records audit together with Team Lead within the SHSC time limits.



Communication/Admin Support



Dealing with highly confidential, potentially sensitive information



Prepare documents for external and internal distribution where appropriate.



Produce regular routine information and reports under the direction of the Management Team.



Set up and maintain efficient electronic filing systems, to ensure prompt handling of correspondence and enquiries.



Dealing with enquiries to the team and liaising with service users, relatives and professionals from external agencies and the Trust, which includes maintaining a confidential and accurate message system.



Receive, screen, and make telephone calls. 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.



Direct/re-direct outgoing paperwork and electronic mail.



To liaise with internal/external agencies to resolve sensitive issues such as: Missing families who have left no forwarding address, children missing in education.



Work with staff from the wider Trust where applicable.



Management/Human Resources



Managing key areas of responsibility within the Health Inclusion Team which will include the instruction/direction of other members of staff within these areas of responsibility, e.g., invoice processing.



Provide workload management, supervision, and appraisal (PDR) of junior staff, including management of early-stage sickness/absence



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, for example maintaining and tracking compliance with mandatory training for the Directorate.



Monitor and maintain Health Roster assess requests for leave.



In the absence of senior staff ensure cover is provided during absences to maintain an efficient and effective service.



To support team lead with the process of recruiting new staff.



Develop and maintain Standard Operating Procedures and User Guides for the Team (particularly new starters).



To develop training sessions for the applications supported by SystmOne service so that effective and accurate training is delivered to the requirements of staff.



Finance & Resources



Preparing invoices for payment and querying/investigating invoice problems.



Ordering supplies and completing and monitoring requisitions etc.



To be solely responsible for the Petty Cash float within the team in accordance with SHSC Petty Cash Policies & Procedures