About this role
Job summary
The Senior Medical Administrator is a key member of the Anaesthetic Department, providing comprehensive administrative and secretarial support to Consultants, medical staff and the wider clinical team. The post holder plays an essential role in ensuring the smooth and efficient delivery of patient services by managing correspondence, coordinating administrative processes and supporting clinical activities on a day-to-day basis.
Working closely with clinicians, managers and multidisciplinary teams, the post holder will act as a central point of contact, ensuring effective communication and high standards of administrative support. They will oversee and coordinate workload within the administration team when required, provide guidance to colleagues and contribute to the effective management of patient pathways and departmental activities.
The role requires flexibility to meet service demands, including providing cross-cover across administration teams and supporting continuous service delivery. The post holder will be expected to identify opportunities for service improvement, maintain confidentiality, uphold professional standards and contribute to a positive team culture.
As a senior member of the team, the post holder will act as a role model, demonstrating the values and behaviours of the Trust while supporting the delivery of high-quality, safe and compassionate care for patients across the Anaesthetic Department
Main duties of the job
To work as part of a clerical team to support a defined team of Clinicians. To provide a comprehensivesecretarial and administration support service to the Consultants, medical staff, clinical teams anddepartment (thereafter called Clinical Team) on a day to day basis. To ensure alignment with the DirectClinical Care time of the Clinical Teams for whom they support, flexibility from the core hours may berequired and will be determined locally depending on the needs of the service. To supervise and oversee theworkload allocation of the administration team when required. It is expected that cross-cover is providedwithin the administration teams and within the Directorate as and when required. To support the delivery ofa high quality, safe and compassionate healthcare service, all staff are expected to act as a role model toothers in all aspects of their work and consistently demonstrate JPUH's Trust Values and Behaviours.
About us
We want to attract the best and brightest people to work with us and that means we will look after you from the moment you apply for a role at the Trust and throughout your career with us. Our staff are central to everything we do, and we believe that investing in you is crucial if we want to enable you to reach your full potential.
Job description Job responsibilities
Be the main point of contact within the department for the Clinical Lead, Clinical Director andClinical Team.2. Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carryout their duties in an effective and efficient manner and ensure efficiency in patient care.3. Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries,medico-legal reports and results, minutes of meetings etc. are typed and dispatched promptly. Themajority of the correspondence will be digital dictation.4. Provide the focal point of communication for all medical, professional and allied medical staff,both within this Trust and with external organisations, and patients, using judgment to facilitate asuccessful outcome of all enquiries.5. Work closely with the Line Manager and Clinical Teams to ensure efficiency and effectiveness ofservice delivery.6. Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groupsproviding information, directing and prioritising queries as appropriate, to ensure efficiency andeffectiveness of service delivery.7. Deal with concerned patients/relatives/carers with tact, patience and discretion, especially whenconveying sensitive information.8. On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical Teamsof any urgent or abnormal test results ensuring that relevant action is taken.9. Oversee the patient pathway and ensuring that all necessary appointments, including outpatients,clinics, waiting list etc. are arranged on time, ensure that theatres/clinics are utilised to capacity,diagnostics and tests are processed as requested and that patients receive timely treatment thusmeeting the Trust and national standards.10. Demonstrate and maintain knowledge and understanding of the Trust Access Policy.11. Be responsible for and oversee the RTT for the department in accordance with Trust guidelinesand attend any necessary meetings.12. Use relevant Trust databases and patient administration systems and ensure that all data iscorrect and up-to-date.13. Coordinate the Clinical Team rota and diaries to ensure effective time management, includingcoordination of annual/study leave.14. Record and prepare draft minutes of meetings, specifying decisions made and follow up actionrequired for subsequent approval by the Clinical Team.15. Responsible for stationery stock control, including ordering to ensure adequate resourcesavailable for team when required.16. Be an authorised signatory for procurement non-pay budget, providing a detailed monthly reportof expenditure to Line Manager.17. Plan and organise a range of meetings and events, including venue, attendees and travelarrangements.18. Attend meetings, as required, to ensure effective communication with all service users.19. Provide day-to day management of administrative staff, including work allocation andmonitoring, appraisals, return to works, authorisation of annual leave and informal stages ofdiscipline, grievance and capability procedures. Any concerns and/or issues must be escalatedimmediately to the Line Manager and meet monthly to review department.20. Provide cross-cover within administration team during absence and follow relevantorganisational policies such as notification of sickness absence.21. Analyse information and make judgements when deciding the most appropriate course of actionto take when contacted by service users, staff and healthcare professionals from otherorganisations.22. Ensure confidentiality is maintained in all communications and that documents and othersensitive information are secure at all times.23. Contribute to the development of the Directorate, maintain close cooperation and liaison withteam members and support the efficient functioning of the Trust as a whole, as required.24. Maximise the use of innovative IT systems 25. To be proactive in proposing improvements to administrative processes or procedures within thework area and implements changes, involving or advising other administrative or medical/clinicalstaff as appropriat
Person Specification
Education and Qualifications Essential
Typing qualifications to RSA III or equivalent Knowledge of medical terminology/AMSPAR qualification Good general standard of literacy and numeracy
Knowledge and Experience Essential
Previous digital/audio typing experience Significant secretarial experience in a clinical environment Experience of supervising/training junior administrative staff Working knowledge and experience of using Microsoft Office packages, including Word, Excel, Outlook Working knowledge and experience of using NHS systems Experience of supervising/training junior administrative staff
Skills and Knowledge Essential
Excellent verbal and written communication skills Ability to work to tight deadlines and maintain concentration in a pressurised working environment Ability to input data accurately and efficiently Demonstrate good organisational skills Ability to work on own initiative, prioritise work and consistently meet deadlines Ability to solve problems using analytical and judgmental skills Customer care skills including diplomacy and sensitivity Ability to handle sensitive information without compromising confidentiality or Trust.
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.
Employer details Employer name James Paget University Hospitals NHS Foundation Trust
Address James Paget University Hospital
Lowestoft Road
Great Yarmouth
NR31 6LA
United Kingdom
Employer's website https://www.jpaget.nhs.uk/work-for-us/ (Opens in a new tab)