Senior Clinical Administrator

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Detailed job description and main responsibilities

Duties and Responsibilities

1. To deal with telephone enquiries from key contacts including GPs, liaise with internal and external sources to resolve any problems, queries or complaints, which may be from distressed patient/relatives and may include dealing with delicate situations, using own judgement.
2. Deal with patients, relatives, medical representatives and other professionals that attend the GIC office to resolve any problems, queries, complaints or requests for appointments.
3. Ensure confidentiality at all times.
4. Manage own workload and work independently within service need.
5. Maintain diaries, assist in scheduling consultant workload and liaise with other relevant parties concerning the planning and rescheduling of work as necessary.
6. Advise junior medical staff to attend clinical commitments as necessary.
7. allocate and organise junior medical staff administrative workload, ensuring timely response in the interest of patient care.
8. Organise clinical attachments to the medical staff, liaising with various departments to arrange the placements, teaching sessions and attendance at clinical sessions as necessary.
9. Compile and review office protocols, modifying working practices where necessary, ensuring that protocols are up to date and contain all relevant procedures with individual offices to support any relief secretaries, clerical staff and new staff who may be required to support the gender team.
10. Manage post and priorities for medical staff, dealing with any matters not requiring the consultant attention.
11. Ensure all investigations and tests results are checked by the relevant consultant or an appropriate member of the team. Ensure that all known abnormal or urgent results are brought of the consultant or an appropriate member of the team; ensuring urgent action is taken as appropriate.
12. Ensure systems are in place to ensure that accurate copies of correspondence, pathology, or other investigation reports are entered in to the relevant electronic database/patient notes.
13. Ensure the word processing of all documents relevant to consultants work, clinical and non-clinical.
14. Ensure that correspondence is types and dispatched in line with Clinical Governance/CPA requirements and in the interest of the patient.
15. Ensure a general administrative service is provided for consultants and the team including photocopying, filing, and distribution.
16. To assist in the compilation of any patient, clinic, or administration list; liaising with waiting list/appointment staff where necessary. Giving concise instructions regarding preparation and administration of waiting list issues and procedures and appointment requests, cancellations and rescheduling where necessary.
17. Liaise with other departments concerning patient data for appointments.
18. Undertake ordering of stationery for the office/area.
19. Take minutes and arrange meetings.
20. Assist in the preparation of teaching materials including presentation slides, organising teaching sessions and speakers when required.
21. Use SystmOne regarding identification of patient and outpatient waiting list data.
22. Process information through established Trust systems and procedures.
23. Participate in audits as required.
24. Compile and summit statistical information as required by the Trust under the direction of the Head of GIC.
25. Provide support with training any new staff, demonstrating duties to the new starter where required.
26. Ensure up to date personal awareness and knowledge of Trust wide issues and directives, applying knowledge in the workplace including attending appropriate directors briefi

For further information on the advertised role, please refer to the job description located under the Supporting Documents heading. The full person specification can be accessed under the 'About You' Section of the document.

Person specification

Experience and Knowledge

Essential criteria

• Knowledge and experience understanding medical terminology and the use of SystmOne electronic patient clinical notes

Desirable criteria

• Ability to utilise remote working technologies where appropriate to the delivery care and treatment.

Experience and Knowledge

Essential criteria

• Knowledge and experience of Microsoft platforms such as Word, Excel, Outlook, PowerPoint.

Desirable criteria

• Basic knowledge of patient pathways

Important Information

By completing an application you are giving authorisation for the transfer of your data. In submitting an application form, you authorise us to confirm any previous NHS service details via the Electronic Staff Record (ESR) Inter Authority Transfer (IAT) process. Including factual reference, occupational health clearance and statutory and mandatory training records and full service history.

You must ensure that your application, including supporting statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

Correspondence regarding your application will be sent to you via a TRAC system account.

Please submit your application as soon as possible; due to the high volumes of applications we receive we reserve the right to close any adverts before the closing date once we have received sufficient applications.

We are an equal opportunities employer, which aims to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds.

All roles are subject to the home office immigration rules and therefore eligibility must meet certain requirements for any sponsorship to be considered. Please visit the government website for more information regarding eligibility,

At NHFT we support many of our colleagues to work flexibly and we will consider requests for flexible working from day one. For this role, we are open to discussing a range of options including flexible hours, agile/home working, compressed hours and part time hours. Please have a conversation with the recruiting manager about the flexibility you need and we will promise to explore what is possible with you.

Applicants who have a disability and meet the essential criteria for the job will be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

All posts that are engaged in a regulated activity will be subject to a Disclosure and Barring Service (DBS) check and a DBS re-check on a three yearly basis whilst employed in such a role. Staff employed in these posts will therefore be asked to register with the DBS Automatic Update Service upon receipt of their DBS certificate and must update yearly , the annual fee will be reimbursed subject to Trust policy. For further information please visit: DBS Update Service: applicant guide - GOV.UK (www.gov.uk)

Please note if a DBS is applicable for the position then a charge will be deducted from your first salary or upfront cost if a staff bank position.

Please note that all new starters to the trust are subject to a probationary period.

Employer certification / accreditation badges

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Documents to download

• Band 4 Senior Administrator, Gender Identity Clinic (PDF, 920.5KB)
• Benefits (PDF, 570.7KB)