Senior Medical Administrator

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.

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

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.