Job Description

An exciting opportunity has arisen for a highly efficient administrator to join the Specialist Psychotherapy Services based at the Fitzwilliam Centre on Fitzwilliam Street in the City Centre. This is a great time to join this busy and friendly team, where you will have a great opportunity to make an effective contribution within a busy clinical area to support excellent care delivery.



The Specialist Psychotherapy Service is split into two specialist teams, the Mood, Anxiety and Post-Traumatic Stress Disorder Psychotherapy Service (MAPPS) and the Personality/Complex Trauma Team (PCT).



You should have experience of organising and implementing robust admin processes and procedures to support effective working in a busy and challenging client focussed environment. You will also be able to communicate effectively and sensitively with a wide range of people including service users.



You should be a compassionate and accountable individual, who is able to work flexibly to meet the needs of the service whilst also seeking to deliver excellence within your role.



If you are self-motivated, highly organised and want to be part of a supportive team, this is the role for you.



There is an application cap applied to this post and once reached the post will close automatically.



The role of the clinical administrator within the Specialist Psychotherapy Services 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 specific tasks and duties as directed by the Admin Coordinators, Operational Manager and Clinical Leads.



The post holder will be expected to provide administrative support to individuals and/or part of the service but provide cover amongst other colleagues to fill gaps and to ensure continuity of service. 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 team.

The clinical administrator will be responsible for:

Providing dedicated administration/secretarial support to all clinicians within service.



Processing referrals or transfer, ensuring associated activity on the patient information system and Outlook and any produce any related correspondence accurately and timely.



Management of clinics of across the service, including scheduling and cancelling appointments and ensuring associate correspondence is accurate and timely.



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.

Principle duties include:

Dedicated Admin Support for Clinical Staff



The provision of an effective admin service to medical staff and wider multi-disciplinary team including typing letters, reports, email, audio transcription and completion of appropriate form within the Patient Admin System.



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



Maintain an electronic diary and personal appointment system for medics as required.



Organise meetings, booking rooms/venues, arranging hospitality where appropriate.



Supports meetings chaired and attended by medics/clinicians/wider team and to be sensitive to the issues under discussion, preparing agendas/supporting documentation and taking notes/minutes as required. Meetings may involve internal and external participants.



Assist in the completion and processing of study leave and annual leave applications.



Administering travel records, claims and administration of staff mileage claims.



Completion of relevant e-forms on behalf of the team.



Referral/Transfer Management



Receiving and processing of referrals into service, including the completion of all tasks associated with the activity.



Support the Admin Coordinators to ensure that waiting lists are managed effectively and patients are offered appointments within target times.



Monitoring all methods of receiving incoming referrals/transfers - e.g., email, voicemail, post etc.



Clinical Pathway Administration



Clinic booking, rescheduled and cancelling clinical appointments



Processing pathway clinic outcomes to support patient throughput.



Communication



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



Accurate input data using various forms, formats, and systems including Rio.



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



Typing - Team typing, Report typing, Medic's letters, BigHand dictation.



Processing correspondence.



Liaising with clinicians and other colleagues.

Phone calls:

effective message taking, field calls, diverting calls, use of insight



Outcomes from triage assessments and appointments. e.g., discharge, sending letters etc.



Liaising with service users, carers, GP's, voluntary agencies, and a wide range of medical, nursing, and other staff both internal and external.



Management/Human Resources



Maintain a flexible and responsive approach to tasks whist self-directing workload through careful time management within broad procedural guidelines.



Demonstrate actives and provide support for newer or less experienced members of staff within the team.



Other/General Admin



Maintain and update existing electronic or hard copy filing systems.



Cross cover for colleagues within the service as required.



The post holder will be expected to support and adhere to general building protocols in relation to health, safety and security.



Service Development



Responsible for the ensuring that Trust policies are followed within the service(s) and propose improvements to administrative policies and process to ensure smooth running of the function.