Senior Medical Team Administrator

Job description

Job responsibilities

Key responsibilities will include:

Consultant and Team Support

Manage and coordinate complex diaries, ensuring efficient scheduling of clinical and non-clinical commitments.

Organise and book Mental Health Tribunals and Managers Hearings, ensuring all documentation is prepared and submitted on time.

Junior Doctor Support

Act as a point of contact for junior doctors within the teams, offering administrative support.

Ensure timely completion of essential clinical documentation, including Consent to Treatment (T2/T3 forms), Section 17 leave forms, and Mental Health Act paperwork.

Clinical Documentation and Governance

Monitor and audit the completion of discharge summaries, ensuring accuracy and timely submission to GPs and relevant services.

Track and follow up on outstanding clinical documentation, escalating delays where necessary.

Meeting Coordination and Minute-Taking

Schedule and document key professional meetings, including Multidisciplinary Team (MDT) meetings, Risk management meetings, and Clinical governance meetings.

Prepare and distribute accurate and timely minutes, ensuring action points are clearly recorded and followed up.

Communication and Liaison

Liaise effectively with internal departments, external agencies, and service users families to support smooth care coordination.

Handle sensitive and confidential information in line with Trust policies and GDPR.

General Administrative Duties

Maintain up-to-date records and filing systems (electronic and paper-based).

Support the wider admin team during periods of absence or high demand.

Contribute to service improvement initiatives and administrative audits.

Clinical Correspondence and Documentation

Transcribe clinical letters, discharge summaries, and other medical documentation from audio or shorthand dictation with high accuracy.

Ensure timely distribution of correspondence to GPs, community teams, and other relevant stakeholders.

Patient Pathway Coordination

Track and manage patient pathways, ensuring timely follow-up appointments, investigations, and reviews.

Liaise with internal departments and external agencies to coordinate patient care and ensure continuity.

Communication and Liaison (Extended)

Act as the first point of contact for patients, carers, and professionals, often dealing with sensitive or distressing situations with empathy and professionalism.

Handle complex queries, using initiative and judgement to escalate appropriately.

Information Management

Maintain accurate and up-to-date electronic and paper records in line with Trust policies.

Ensure data quality and compliance with information governance standards.

IT and Systems Proficiency

Use a range of NHS systems (e.g., Rio, Lorenzo, e-RS, MS Office) to manage appointments, documentation, and communication.

Generate reports and data summaries as required by clinical teams or management.

Service Improvement and Team Contribution

Participate in audits, service evaluations, and quality improvement initiatives.

Support the induction and training of new administrative staff or junior colleagues.

Please find attached our Job Description and Person Specification for more detail on your Key Accountabilities, then if you feel you have what it takes to make a difference in your local communities, click APPLY!

Interview dates are yet to be set; you will be contacted via email and invited to book a time. These emails may go to your SPAM, so please keep checking all your emails if applying.

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* Previous applicants need not apply *

Person Specification

Experience

Essential

• Understanding and experience in a full range of secretarial procedures and systems gained through senior level
• Ability to work with senior members of staff across a large organisation.
• Working under pressure

Qualifications

Essential

• NVQ 3 Business Administration or equivalent or willing to work towards
• Diploma / equivalent secretarial experience advanced level

Knowledge

Desirable

• Knowledge of medical terminology

Other

Essential

• Able to work flexibly and creatively to meet the needs of the service

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Norfolk & Suffolk Foundation NHS Trust

Address

Chatterton House

Goodwins Road

Kings Lynn

PE30 5PD

Employer's website

https://www.nsft.nhs.uk/Pages/Home.aspx (Opens in a new tab)