Job Description

Are you organised, friendly and a team player? Are you looking for a role with supportive, forward-thinking team? Then come and join our medical administration team.



As part of our ongoing investment in clinical services we are strengthening our administration support for our Consultants and their wider medical teams. We are looking for someone who can provide a high quality, confidential and effective administration service in our inpatient service.



This is a very varied and busy role, key to supporting our medical teams in delivering on their duties. You can expect a thorough induction and ongoing support to develop your career with NSFT.



We will consider flexible working arrangements for this role. Please indicate in your application if this is something you require.



We are looking for someone able to prioritise their workload and to deal with confidential and sensitive issues in a professional manner with tact and diplomacy.



Do you want to know more? please do not hesitate to contact for an informal discussion about the role!



Here at NSFT we pride ourselves on being a welcoming, talented, friendly and supportive team who like nothing better than sharing experiences and learning from each other. In addition to ongoing training and development opportunities, we are committed to providing an environment in which you can thrive.



Why work for us? We have challenges as a Trust, but we have ambitious aspirations, are pushing ahead with exciting transformation work and we need dedicated individuals to support us on our journey. We have strong, established nursing networks coupled with an exceptional leadership team who will ensure you are truly cared for and cared about.



Why Norfolk and Suffolk? The people here are warm and welcoming, you'll never be far from the beautiful coastline or Broads National Park. We're an hour and a half away from London and have an international airport in Norwich too. Our villages, towns and cities are packed full of history, independent cafes, shops and theatres. We have excellent shopping, eating out, top ranking schooling and affordable house prices too.

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 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