Clinical Team/Ward Administrator

Norfolk and Suffolk NHS Foundation Trust; Bury; On-site; GBP 24,000 - 31,000; Part time

Job summary

Norfolk and Suffolk NHS Foundation Trust is seeking a part-time Clinical Team Lead Administrator to provide essential admin support across two Adult Mental Health Inpatient Wards. The role focuses on maintaining accurate records, coordinating meetings, and enabling clinical staff to deliver care efficiently.

You will handle referrals, communications, data collection for audits, and work with a multidisciplinary team to support service continuity and patient care.

Qualifications

• Excellent articulate communication skills.
• Understanding and experience in a full range of secretarial procedures and systems.
• Ability to work with senior members of staff across a large organisation.

Responsibilities

• Provide comprehensive administrative support to clinical staff, including psychiatrists, nurses, occupational therapists, and psychologists.
• Manage and update patient records using Lorenzo, ensuring accuracy and confidentiality at all times.
• Schedule and coordinate ward meetings, patient reviews, and CPA meetings, including preparing and distributing agendas, taking minutes, and following up on actions.
• Handle incoming calls, emails, and correspondence, ensuring timely and professional responses or referrals to the appropriate team member.
• Assist with the processing of referrals, admissions, discharges, and transfers in line with trust procedures.
• Support data collection and reporting for audit, quality improvement, and performance monitoring purposes.
• Work collaboratively with other administrative and clinical colleagues to support service continuity and patient care.

Skills

Excellent communication

Interpersonal skills

Confidentiality

Education

NVQ 3 Business Administration or equivalent

Tools

Lorenzo

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 due to the nature of our roles and patient demographic, you will be required to undertake physical intervention training and remain trained, as required by your role.

Job overview

We have an exciting opportunity for a Clinical Team Lead Administrator to join the team on a part time basis. The Clinical Team Administrator will provide essential administrative support to the multidisciplinary team across two Adult Mental Health Inpatient Wards: Northgate and Southgate

This role is key to ensuring the smooth day-to-day running of the service by managing administrative processes, maintaining accurate records, and supporting communication across the team. The post-holder will play a vital role in supporting the ward managers and in turn patient care by enabling clinical staff to focus on their professional responsibilities, ensuring timely and efficient service delivery.

You should have relevant and recent administration experience, the ability to work on your own as well as alongside the Senior Team Administrator.

Main duties of the job

• Provide comprehensive administrative support to clinical staff, including psychiatrists, nurses, occupational therapists, and psychologists.
• Manage and update patient records using electronic systems (Lorenzo), ensuring accuracy and confidentiality at all times.
• Schedule and coordinate ward meetings, patient reviews, and CPA meetings, including preparing and distributing agendas, taking minutes, and following up on actions.
• Handle incoming calls, emails, and correspondence, ensuring timely and professional responses or referrals to the appropriate team member.
• Assist with the processing of referrals, admissions, discharges, and transfers in line with trust procedures.
• Support data collection and reporting for audit, quality improvement, and performance monitoring purposes.
• Work collaboratively with other administrative and clinical colleagues to support service continuity and patient care.

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 professional 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.

Detailed job description and main responsibilities

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.

Person specification

Skills

Essential criteria

• Excellent articulate communication skills.

Desirable criteria

• Interpersonal skills including taking a proactive diplomatic approach and ensuring confidentiality at all times.

Experience

Essential criteria

• Understanding and experience in a full range of secretarial procedures and systems gained through practice at intermediate level
• Ability to work with senior members of staff across a large organisation.

Desirable criteria

• Staff supervision / appraisal process.

Qualifications

Essential criteria

• NVQ 3 Business Administration or equivalent or working towards.

Please be aware that, due to the high number of applications for certain roles, this vacancy may close earlier than the advertised closing date. We encourage you to submit your application as soon as possible.

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 [e-mail].

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.

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.