Job Description

Norfolk and Suffolk NHS Foundation Trust provides child and adult mental health services, learning disability, wellbeing, older people's and eating disorder services across Norfolk and Suffolk.



We are committed to equality, diversity and inclusion and want to reflect the diversity of our local communities within our teams. We welcome applications from all talented individuals with the relevant qualifications, skills, knowledge and experience

Please note, NSFT uses tools to screen any applications generated by Artificial Intelligence (AI).

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Job overview

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.


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Main duties of the job

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!


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Working for our organisation

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.


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Detailed job description and main 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.



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.

Please visit our Facebook and Twitter page @NSFTjobs

Previous applicants need not apply


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Person specification

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Experience

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Essential criteria

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

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Essential criteria

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

Knowledge

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Desirable criteria

Knowledge of medical terminology ####

Other

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Essential criteria

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

YOUR APPLICATION



We can provide all our job application materials in alternative formats so that these are accessible to everyone. Should you require any documents within this job pack in an alternative format, please do not hesitate to contact us at recruitment@nsft.nhs.uk.



PLEASE NOTE: If you use a hotmail, msn or yahoo e-mail account, you will need to check your "junk" mail regularly as these email providers will divert any communication from this Trust/NHS JOBS straight into your " junk" inbox.


EQUAL OPPORTUNITIES Apart from its legal duties in relation to equality and diversity, the Trust recognises and actively promotes the benefits of a diverse workforce and is committed to treating all employees with dignity and respect regardless of race, gender, disability, age, sexual orientation, religion or belief.


As a part of the Disability Confident Employer Guaranteed Interview Scheme we interview all disabled applicants who meet the essential criteria for the job vacancy (outlined in the Person Specification).. We encourage you to indicate your eligibility through TRAC jobs when applying.


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Disclosure and Barring Service Check

This post may be 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.




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