Medical Services Administrator

Sheffield, Yorkshire and the Humber, United Kingdom UK Sport Contract Type: Permanent, full time

Hours: 35 hours per week

Location: Sheffield United Training Academy, Shirecliffe and all other Sheffield United sites

Department: First Team Medical

Line Manager: First Team Head of Medicine and Science

Salary: Up to £30,000 per annum

Post Reference: FT0826-PMSA

Sheffield United Football Club is seeking a Medical Services Administrator to support the efficient and effective delivery of the Club's football medical provision. Working closely with the medical department, the role will provide the administrative coordination needed to allow practitioners to focus on delivering the highest possible standard of care to players.

The successful candidate will coordinate healthcare appointments, travel, medical supplies, equipment audits, screenings and immunisation records, while supporting budget management, data systems and the secure handling of medical information. The role will also play an important part in maintaining strong relationships with healthcare providers and ensuring the department's processes remain organised, compliant and effective.

We are looking for a highly organised and reliable individual with strong IT and communication skills, an understanding of GDPR and regulatory compliance, and the ability to manage sensitive information accurately and discreetly within a busy elite sports environment.

Core Role Responsibilities:
- Supporting the Head of the Department with Financial and budget management, ensuring that we are justifying our expenditure
- Liaising with healthcare providers to arrange hospital appointments and investigations
- Arranging travel and accommodation to and from healthcare appointments both locally and internationally
- Assisting in medicines management (liaising with pharmacies, ordering medications and stock management)
- Maintaining and establishing relationships with local healthcare companies and providers (Pharmaceuticals, Dentists etc.)
- Responsible for co-ordinating regular audits of medical equipment and logging that these checks have taken place
- Responsible for ordering additional equipment (medical equipment, stationery and office supplies) as necessary
- Reviewing and streamlining our processes for storing medical correspondence ensuring full compliance with GDPR
- Responsible for logging immunisation status of players and staff in liaison with medical personnel and ensuring that we have a suitable recall system for future necessary immunisations and post immunity testing
- Organising and logging player screenings (e.g. Cardiac screening) and ensuring we have a suitable recall system for any follow up or repeat screening if required
Managing staff leave, weekly timetable and assisting in planning meetings
- Supporting the medical department in setting up and maintaining IT systems for the recording of Players' medical information
- Ensuring the smooth running of the medical department and providing an effective and efficient working environment

Club Wide Responsibilities:
- Adhere to all Sheffield United Football Club's Safeguarding Policies and Procedures to foster an environment which protects from harm those defined as children and adults at risk.
- Report any concerns of a Safeguarding nature to the relevant parties and remain fully compliant with any applicable Safeguarding checks and due diligence and recognise your responsibility to the Club's Safeguarding agenda.
- Report any concerns of discrimination to the relevant parties and promote a welcoming and inclusive club environment for all.
- Adhere to the Club's Equality, Diversity and Inclusion policies, supporting the Club to create an environment which is inclusive and all-encompassing.
- Carry out and actively participate in all training requests as directed by the Club, including mandatory health and safety training, emergency procedures, fire safety, manual handling, safeguarding, and role-specific safety instruction.
- Any other reasonable requests as directed by management.

Essential Criteria for the Role:
- Good Software and IT Literacy skills
- Great understanding of regulatory Compliance and GDPR
- Ability to track and analyse data
- Great communication skills
- Clear Disclosure and baring service check upon offer acceptance (DBS)
- Ability to travel across the multiple sites across Sheffield (Shirecliffe, Dore, Bramall Lane, Crookes)

Desirable Criteria for the Role:
- Good understanding of clinical language to accurately process records, reports, and provider instructions.