Job Description:

Job Title: Senior Medical Team Administrator

Location: Chatterton House, King’s Lynn, PE30 5PD

Department: Admin

Duration: This is a temporary role, and it is currently due to last until roughly September 2026

Working Pattern: 37.5 hours per week, Mon - Fri, 8:30am - 4:30pm or 9am - 5pm

Pay Banding: Band 4 - £14.52 per hour

Trust: Norfolk and Suffolk NHS Foundation Trust

Experience Required: Diary Management and Minute Taking experience

Job Description

ROLE SUMMARY:

• Provide secretarial / administrative support to named medical teams in order that they can provide an efficient service to all customers.
• Provide supervision, support appraisals and training to identified (lower banded) medical admin staff within their area.
• Respond to the needs of the service users to ensure that the requirements of the Trust can be met.

DUTIES AND RESPONSIBILITIES:

Medical Team Support

• Provide accurate, prompt and efficient administrative support to the designated medical team including diary and clinic management, production of reports and correspondence (including complex and confidential reports).
• Maintain required timescales of typing / reviewing of clinical letters for Consultants and wider medical team in line with safety and contractual standards.
• Deal effectively, professionally and courteously, with all patient referrals liaising directly with General Practitioners, clinical and medical staff from other areas, service users and their relatives and support networks.
• Liaise with appropriate team members in the case of requests for urgent appointments, visits or other emergencies, and support/ facilitate the organisation of said contacts. Ensure the workload demand of the medical team is prioritised to ensure patient safety and meet quality standards across the whole medical team.

Communication

• Contribute to effective communication by liaising with internal and external parties and agencies as required on behalf of the medical team. Deal with correspondence and communication, initiating appropriate responses in order to provide patients, staff and other parties with required information in a friendly and professional manner.
• Deal with telephone calls and general enquiries, taking appropriate action where necessary and maintain an efficient message system co-ordinating with medical team members.
• To manage email communication in a timely way and in line with the Trust’s Email Best Practice guidance on behalf of the medical team.
• Provide non-clinical information to internal and external customers, where necessary.
• Ensure that all staff maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to representatives of other agencies, colleagues, service users and their relatives.
• Liaise with appropriate personnel in the wider multidisciplinary team / other medical teams to gather and co-ordinate patient information so that it is accessible in a timely manner.
• To participate in team and departmental meetings as required.

General

• Ensure patient information is managed, retained and stored in line with Trust policy in an efficient and effective manner.
• Raise agendas, take and process minutes for medical team across the designated area of function.
• Attend and contribute to all internal / external meetings relevant to the post.
• Provide data as requested to support the medical team and the wider clinical function.
• Provide cover to other medical administrative staff within the identified medical admin team during holidays and sickness, across the locality.
• Order stores as requested by the medical team.
• Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance.
• Liaise with ICT departments as delegated by line manager regarding problems and faults with electronic equipment etc.
• Encourage staff to operate a flexible approach to work, be adaptable to change and able to work within a medical team across the locality.
• Undertake any other appropriate tasks as requested to meet the needs of the service