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Senior Clinical Team Administrator Full Time

at Norfolk & Suffolk Foundation Trust London in London (Published at 01-04-2021)

Norfolk and Suffolk NHS Foundation Trust provides child and adult mental health services, learning disability, wellbeing and eating disorder services across Norfolk and Suffolk.
At any one time, around 23,000 people in Norfolk and Suffolk are receiving care and attention from the Trust. We believe in whole life care - seeing people in the context of their whole lives, understanding the importance of good physical health, friends, family, spirituality, culture, home, work, education and a sense of purpose and achievement to experience good mental health.
Nearly 3,200 full and part-time practitioners care for our service users in hospitals, in the community and in their own homes, whilst an additional 900+ staff provide non-clinical support, including cleaning, delivering supplies, ward administration, information technology, human resources and financial services.

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.

We are committed to delivering quality driven mental health services. Every individual makes a valuable contribution. We are proud of our staff who have been commended for the care they provide. Do you value working positively, respectfully and together? If so, we?d love you to join us!

We will consider flexible working arrangements for our roles, please indicate in your application if this is something you require


Please read the job description/person specification carefully and ensure your application reflects the knowledge, skills and experience needed.


It is important that you complete a formal application form as CV?s alone will not be accepted.

TWITTER - The Trust now has it's own Twitter account for recruitment. Follow us on @NSFTjobs

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.

Job overview

An exciting opportunity has arisen at Woodlands for a full time Senior Clinical Team Administrator to work as part of the admin team covering the Woodlands, to be based on Lark ward.

This role would suit somebody that is interested in developing their leadership skills and higher learning whilst working in a challenging, fast paced environment. Working on your own initiative with an ability to delegate and prioritise as being a team player is essential. Efficient time management and good planning is crucial to this role to allow the best quality of service.

Main duties of the job

As part of this role you will provide support for the Matron, Clinical Team Leader, nursing staff and Medics whilst overseeing the daily ward administrative procedures run smoothly and data is kept up to date in an accurate and timely manner.

You will need to have a good understanding of the importance of H/R procedures and will have supervisory responsibility for a small number of the admin in the team.

Preferably, you should have experience of patient software systems although training on Lorenzo (patient administration system) will be given.

Knowledge or experience of NHS working would be desirable. Applicants must have the ability to work to tight deadlines, to demonstrate clear and effective communication skills, and apply attention to detail whilst maintaining confidentiality and professionalism at all times.

Working for our organisation


Benefits included with this role are:-

  • NHS pension

  • A comprehensive in house & external training programmes

  • Career progression

  • Starting annual leave of 27 days per annum increasing to 33 days pa based on length of service (plus paid bank holidays)

  • Staff physio service

  • Gym membership

  • NHS discounts and many more.

Please visit our Facebook and Twitter page @NSFTjobs

Detailed job description and main responsibilities

  • Provide secretarial / administrative support to the team, ensure the workload of the clinical support team is prioritised to ensure patient safety and meet quality standards.

  • Tasks from CTL/ Matron ? this includes, HR form changes, updating the electronic system ESR, room bookings and cancellations, any adhoc tasks, away day attendance/preparation, note taking.

  • Taking minutes for meetings

  • Note taking for investigations, organising, sending letters and reports

  • Typing up letters, reports for Medics, audio typing

  • Supporting and engaging with H/R procedures,

  • Keeping personnel files up to date

  • Live typing in patient reviews

  • Provide supervision, support appraisals and training to a number of identified (lower banded) admin staff.

  • Deal effectively with all types of patient referrals liaising directly with General Practitioners, clinical and medical staff from other areas, service users and their relatives.

  • Manage and re-arrange team appointment systems and diaries.

  • Complete audits as required

  • Logging IT /Maintenance jobs

  • New starters - provide support and access to IT systems

  • Salto - unlocking and re-setting smart cards

  • providing cover to ward admin and support where needed.

  • Providing cover to other areas as needed.

  • Roster updates

  • Archiving

Person specification


Essential criteria

  • NVQ 2 in Customer Services/NVQ 3 in Business administration or equivalent

Desirable criteria

  • Knowledge of Trust electronic system


Essential criteria

  • Working on own initiative without supervision

Desirable criteria

  • Day to day line management


Essential criteria

  • ICT skills including Microsoft or equivalent


Essential criteria

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

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.

Additionally, people with disabilities that fall under the Two Ticks - Guaranteed Interview Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification).


FOR POSTS WITH DIRECT SERVICE USER CONTACT - Please be advised that due to recent changes in the DBS Service, organisations no longer receive copies of DBS Disclosures ? these are sent directly to candidates only. Therefore, it will be your responsibility, if successful, to ensure that this is taken to the appointing officer as soon as you receive it.

Alternatively, if you have subscribed to the update service, we will be able to check your status once we have your authority to do so.

The Trust has now introduced a DBS Update Service which is a contractual requirement. You need to subscribe when you have applied for your DBS clearance and there is a time limit to subscribe of 19 days after receipt of your DBS disclosure. Please ensure that this is completed within the set time scale.

This update service is an annual subscription at a cost of £13 to you. This will enable the Trust to have instant online access to your DBS record, with your consent, and so will remove the need for you to have to apply for this repeat check again.

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