Job summary
- Main area
- Anaesthetics
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 177-ELEC-8336259
- Employer
- James Paget University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- James Paget University Hospital
- Town
- Great Yarmouth
- Salary
- £28,392 - £31,157 per annum
- Salary period
- Yearly
- Closing
- 01/11/2026 23:59
Employer heading
Senior Medical Administrator
NHS AfC: Band 4
Patient and staff experience is important to us and these are the behaviours we live by:
- Putting patients first
- Aiming to get it right
- Recognising that everybody counts
- Doing everything openly and honestly
Job overview
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 comprehensive
secretarial and administration support service to the Consultants, medical staff, clinical teams and
department (thereafter called Clinical Team) on a day to day basis. To ensure alignment with the Direct
Clinical Care time of the Clinical Teams for whom they support, flexibility from the core hours may be
required and will be determined locally depending on the needs of the service. To supervise and oversee the
workload allocation of the administration team when required. It is expected that cross-cover is provided
within the administration teams and within the Directorate as and when required. To support the delivery of
a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to
others in all aspects of their work and consistently demonstrate JPUH’s Trust Values and Behaviours.
Working for our organisation
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.
Detailed job description and main responsibilities
- Be the main point of contact within the department for the Clinical Lead, Clinical Director and
Clinical Team.
2. Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carry
out 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. The
majority 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 a
successful outcome of all enquiries.
5. Work closely with the Line Manager and Clinical Teams to ensure efficiency and effectiveness of
service delivery.
6. Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groups
providing information, directing and prioritising queries as appropriate, to ensure efficiency and
effectiveness of service delivery.
7. Deal with concerned patients/relatives/carers with tact, patience and discretion, especially when
conveying sensitive information.
8. On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical Teams
of 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 thus
meeting 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 guidelines
and attend any necessary meetings.
12. Use relevant Trust databases and patient administration systems and ensure that all data is
correct and up-to-date.
13. Coordinate the Clinical Team rota and diaries to ensure effective time management, including
coordination of annual/study leave.
14. Record and prepare draft minutes of meetings, specifying decisions made and follow up action
required for subsequent approval by the Clinical Team.
15. Responsible for stationery stock control, including ordering to ensure adequate resources
available for team when required.
16. Be an authorised signatory for procurement non-pay budget, providing a detailed monthly report
of expenditure to Line Manager.
17. Plan and organise a range of meetings and events, including venue, attendees and travel
arrangements.
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 and
monitoring, appraisals, return to works, authorisation of annual leave and informal stages of
discipline, grievance and capability procedures. Any concerns and/or issues must be escalated
immediately to the Line Manager and meet monthly to review department.
20. Provide cross-cover within administration team during absence and follow relevant
organisational policies such as notification of sickness absence.
21. Analyse information and make judgements when deciding the most appropriate course of action
to take when contacted by service users, staff and healthcare professionals from other
organisations.
22. Ensure confidentiality is maintained in all communications and that documents and other
sensitive information are secure at all times.
23. Contribute to the development of the Directorate, maintain close cooperation and liaison with
team 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 the
work area and implements changes, involving or advising other administrative or medical/clinical
staff as appropriat
Person specification
Education and Qualifications
Essential criteria
- Typing qualifications to RSA III or equivalent
- Knowledge of medical terminology/AMSPAR qualification
- Good general standard of literacy and numeracy
Knowledge and Experience
Essential criteria
- 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 criteria
- 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.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Katy Harris
- Job title
- Anaesthetic Manager
- Email address
- [email protected]
- Telephone number
- 01493 452476
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