Senior Medical Administrator

• Be the main point of contact within the department for the Clinical Lead, Clinical Director andClinical Team.2. Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carryout 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. Themajority 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 asuccessful outcome of all enquiries.5. Work closely with the Line Manager and Clinical Teams to ensure efficiency and effectiveness ofservice delivery.6. Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groupsproviding information, directing and prioritising queries as appropriate, to ensure efficiency andeffectiveness of service delivery.7. Deal with concerned patients/relatives/carers with tact, patience and discretion, especially whenconveying sensitive information.8. On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical Teamsof 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 thusmeeting 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 guidelinesand attend any necessary meetings.12. Use relevant Trust databases and patient administration systems and ensure that all data iscorrect and up-to-date.13. Coordinate the Clinical Team rota and diaries to ensure effective time management, includingcoordination of annual/study leave.14. Record and prepare draft minutes of meetings, specifying decisions made and follow up actionrequired for subsequent approval by the Clinical Team.15. Responsible for stationery stock control, including ordering to ensure adequate resourcesavailable for team when required.16. Be an authorised signatory for procurement non-pay budget, providing a detailed monthly reportof expenditure to Line Manager.17. Plan and organise a range of meetings and events, including venue, attendees and travelarrangements.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 andmonitoring, appraisals, return to works, authorisation of annual leave and informal stages ofdiscipline, grievance and capability procedures. Any concerns and/or issues must be escalatedimmediately to the Line Manager and meet monthly to review department.20. Provide cross-cover within administration team during absence and follow relevantorganisational policies such as notification of sickness absence.21. Analyse information and make judgements when deciding the most appropriate course of actionto take when contacted by service users, staff and healthcare professionals from otherorganisations.22. Ensure confidentiality is maintained in all communications and that documents and othersensitive information are secure at all times.23. Contribute to the development of the Directorate, maintain close cooperation and liaison withteam 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 thework area and implements changes, involving or advising other administrative or medical/clinicalstaff as appropriat

Essential

• 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

Essential

• 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.