Administrative Assistant

Sheffield, England, United Kingdom

8/5/2025

The Administrative Officer will support the administrative function of various clinical services within the Community TB Nursing Team and will oversee administrative processes from patient referral to discharge. They will work with service leads and each of the clinical teams to provide excellent patient care with the support of their colleagues.

The post holder will work with other administrative colleagues to provide an efficient and effective clerical service for clinical services, including the management of outpatient referrals, booking of appointments, and typing of clinic letters, in line with Trust and Departmental standards.

The post holder will work with the clinical teams to maximise clinic utilisation and support the Service Leads with Caseload Management, highlighting capacity concerns.

The post holder will ensure that the quality of data recorded in the Patient Administration System for all patient activity is of the highest quality, regularly monitoring data quality reports and taking corrective action where required. They will monitor service waiting lists to ensure patients are seen within the required Trust targets and will take action to escalate issues to service leads and supervisors. The post holder will also provide regular service performance information to help team leaders make informed decisions.

• Ensure all referrals into the service are dealt with efficiently in line with Trust procedures.
• Use clinical systems to search for previous records or register the patient as appropriate, ensuring accuracy in data entry and avoiding duplication of records.
• Liaise with clinical staff to ensure referral letters are graded as per the agreed procedure.
• Add the referral to the appropriate access plan ensuring all referral details are accurately recorded.
• Communicate with patients, GP’s and other external organisations in relation to enquiries concerning appointments where on occasion there may be barriers to understanding and/or communication difficulties
• Occasional indirect exposure to emotional circumstances when dealing with referrals for patients.
• Support the administration of Triage meetings
• Book appointments in line with agreed procedures which will from time to time be revised. This will include contacting patients by telephone, email or by post.
• Deal with telephone enquiries regarding the booking or changing of appointments.
• Booking of appointments on clinical systems and sending appropriate appointment letters to patients
• Arrange interpreters and/or transport for patients attending clinics as required.
• Act as first point of contact both within the Trust and between the Trust, ICS sites, GPs, patients and all other relevant external organisation and agencies regarding outpatient appointments.
  
  

You will be working for an organisation which values and respects all its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

This vacancy is advertised on a fixed term contract basis for the maximum period of 12 months Where there is potential, the secondment/fixed term contract may finish early, or in the first instance, the secondment/fixed term contract may be extended due to the internal/external secondment of the substantive post holder. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and secondments in relation to the substantive post holder.

Please also note any secondment must first be agreed with your current line manager.

For further details / informal visits contact: Name: Anna-Marie Newland-Ferguson Job title: TB Lead / CNS Email address: [email protected] Telephone number: 0114 3078390