Worcestershire Acute Hospitals NHS Trust

EPAU Administrator

The closing date is 15 July 2025

Job summary

We are looking for an enthusiastic, friendly and efficient Administrator to join our team based in the Emergency Pregnancy Assessment Unit at Worcestershire Royal Hospital. This is a 25 hour post worked as 5 hour shifts, Monday to Friday mornings.

We provide a high-quality, early pregnancy service for women across Worcestershire, working closely with the Emergency Gynaecology Assessment Unit. We have a friendly and skilled team of Specialist Nurses and work closely with the medics to provide these services. This is an interesting, varied and often fast-paced unit and the role can be both emotionally demanding and hugely rewarding.

We are keen to find someone who is personable, kind and able to put people at ease when they contact the unit. You will need excellent communication skills to engage with patients and colleagues. You will need the ability to work as part of the team and the ability to work under pressure to flexibly support the Gynaecology team. You will need previous administrative experience, preferably within a hospital, good organisational and IT skills, ability to prioritise and initiative to work unsupervised when necessary.

If this sounds like an opportunity you would enjoy, we would love to hear from you.

Main duties of the job

To provide administrative and clerical support to the clinical and nursing staff of the Early Pregnancy Assessment Unit (EPAU)
To liaise with patients, relatives and other members of the public politely and efficiently, ensuring confidentiality and security of patient information as per Trust policy and in line with Information Governance guidance
To ensure the availability of accurate patient records and documentation as per Trust policies and procedures
To provide administrative and clerical support as required across the wider gynaecology services

About us

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.

Date posted

30 June 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 a year

Contract

Permanent

Working pattern

Part-time

Reference number

C9365-25-0601

Job locations

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Job description

Job responsibilities

Key Duties

Provision of a welcoming response for the EPAU service users, handling referrals and initial enquiries

Recording and checking the accuracy of essential registration details from patients and health care professionals

Updating patient information on IT systems

Triaging referrals to the EPAU using a critera-based assessment and booking appropriate appointments

Ensuring queries from patients and visitors, members of staff and members of the public are dealt with appropriately either in person or on the telephone

Using excellent interpersonal skills, communicate effectively with patients, their family and friends and staff colleagues at all levels

To make telephone calls on behalf of the nursing/medical team as directed

To prepare documentation for planned clinics

To upload /send to be scanned, all medical documentation such as reports, results and correspondence, to patients electronic medical records and facilitate the efficient retrieval of such documentation on request

To update and maintain filing systems in the unit to enable timely and accurate information retrieval

To assist with housekeeping duties to maintain a clean and tidy environment

Arrange follow up appointments for patients as required

Maintain awareness of available theatre slots for surgical management of miscarriage

Check that patients requiring surgery have been appropriately booked and inform clinical staff of any outstanding booking needs

Facilitate the prompt collection of data by outcoming clinics with accurate coding

Assisting the unit with audit completion

Provide general clerical support such as photocopying, printing, scanning, opening and sending post

Monitoring and ordering of stock including clinical equipment and stationery

Monitoring and ordering supplies from external pregnancy loss organisations and charities

Organise storage of supplies in appropriate areas

Assemble documentation packs for relevant treatment pathways

Reporting and recording work requests to Facilities and Estates department

Liaising with students and booking their clinic attendance

Completion of the miscarriage notification process

Ensuring recurrent miscarriage referrals are completed and sent

Daily, ensure that clinical staff are aware of outstanding results for action and treatment plans

Proactively assist the Emergency Gynaecology Assessment Unit / inpatient area with administrative takes when the EPAU work is exhausted

To provide relief cover within the Directorate undertaking any duties within the scope of the administrator role

General Duties:

To ensure the confidentiality of all patient information and Trust business

To comply with all Trust Policies and Procedures

In accordance with the Trust's Health and Safety Policy, the postholder must take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work

The postholder must co-operate with staff in complying with any statutory requirements and participate in the workplace monitoring processes in order to help maintain a healthy, safe and secure workplace

To report any accidents, untoward incidents and complaints in accordance with risk management and Trust policy

To create and maintain positive working relationships with colleagues and other staff within the workplace

To act always in a manner which will promote a professional and good image of the ward/department

To respond appropriately to clinical emergencies as directed by the nurse in charge

Arrange and be involved in team meetings, taking notes for distribution

Contribute to unit reports by providing data as requested by the Ward Manager / Matron for Acute Gynaecology Services

Contribute to staff information bulletins

To contribute / to participate in any initiatives to improve the quality of service to patients.

Job description

Job responsibilities

Key Duties

Provision of a welcoming response for the EPAU service users, handling referrals and initial enquiries

Recording and checking the accuracy of essential registration details from patients and health care professionals

Updating patient information on IT systems

Triaging referrals to the EPAU using a critera-based assessment and booking appropriate appointments

Ensuring queries from patients and visitors, members of staff and members of the public are dealt with appropriately either in person or on the telephone

Using excellent interpersonal skills, communicate effectively with patients, their family and friends and staff colleagues at all levels

To make telephone calls on behalf of the nursing/medical team as directed

To prepare documentation for planned clinics

To upload /send to be scanned, all medical documentation such as reports, results and correspondence, to patients electronic medical records and facilitate the efficient retrieval of such documentation on request

To update and maintain filing systems in the unit to enable timely and accurate information retrieval

To assist with housekeeping duties to maintain a clean and tidy environment

Arrange follow up appointments for patients as required

Maintain awareness of available theatre slots for surgical management of miscarriage

Check that patients requiring surgery have been appropriately booked and inform clinical staff of any outstanding booking needs

Facilitate the prompt collection of data by outcoming clinics with accurate coding

Assisting the unit with audit completion

Provide general clerical support such as photocopying, printing, scanning, opening and sending post

Monitoring and ordering of stock including clinical equipment and stationery

Monitoring and ordering supplies from external pregnancy loss organisations and charities

Organise storage of supplies in appropriate areas

Assemble documentation packs for relevant treatment pathways

Reporting and recording work requests to Facilities and Estates department

Liaising with students and booking their clinic attendance

Completion of the miscarriage notification process

Ensuring recurrent miscarriage referrals are completed and sent

Daily, ensure that clinical staff are aware of outstanding results for action and treatment plans

Proactively assist the Emergency Gynaecology Assessment Unit / inpatient area with administrative takes when the EPAU work is exhausted

To provide relief cover within the Directorate undertaking any duties within the scope of the administrator role

General Duties:

To ensure the confidentiality of all patient information and Trust business

To comply with all Trust Policies and Procedures

In accordance with the Trust's Health and Safety Policy, the postholder must take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work

The postholder must co-operate with staff in complying with any statutory requirements and participate in the workplace monitoring processes in order to help maintain a healthy, safe and secure workplace

To report any accidents, untoward incidents and complaints in accordance with risk management and Trust policy

To create and maintain positive working relationships with colleagues and other staff within the workplace

To act always in a manner which will promote a professional and good image of the ward/department

To respond appropriately to clinical emergencies as directed by the nurse in charge

Arrange and be involved in team meetings, taking notes for distribution

Contribute to unit reports by providing data as requested by the Ward Manager / Matron for Acute Gynaecology Services

Contribute to staff information bulletins

To contribute / to participate in any initiatives to improve the quality of service to patients.

Person Specification

Qualifications

Essential

Educated to GCSE Grade C, including English and Maths
Knowledge of administration and/or office procedures

Desirable

NVQ3 or equivalent qualification in relevant subject

Personal Qualities

Essential

Cheerful and kind demeanour
Ability to put people at ease
Calm
Tactful
Ability to empathise, be supportive and sensitive to the needs of others
Good time management
Able to apply a practical problem solving approach in everyday situations
Demonstrates an awareness of the diverse needs of patients and colleagues
Demonstrates an enthusiastic and flexible approach
Ability to apply attention to detail
Self-motivated
Flexible approach to work days and hours

Skills and Knowledge

Essential

Proficient keyboard skills
Computer literate with an ability to navigate around systems and software packages such as MS Office, TEAMS, Outlook and the internet
Ability to work effectively as part of a team
Ability to work on routine tasks, without the need for supervision, prioritising and managing own workload
Demonstrates confidential and effective written and verbal communication skills
Excellent customer care and telephone skills
Able to use own initiative
Willing to undertake personal development

Other Job Requirements

Essential

Ability to move equipment within health and safety guidelines
Demonstrates an awareness of health and safety issues for clinic environment and personal safety

Experience

Essential

Previous administration/reception experience and knowledge of customer care /dealing with patients

Desirable

Previous NHS experience in a similar role

Person Specification

Qualifications

Essential

Educated to GCSE Grade C, including English and Maths
Knowledge of administration and/or office procedures

Desirable

NVQ3 or equivalent qualification in relevant subject

Personal Qualities

Essential

Cheerful and kind demeanour
Ability to put people at ease
Calm
Tactful
Ability to empathise, be supportive and sensitive to the needs of others
Good time management
Able to apply a practical problem solving approach in everyday situations
Demonstrates an awareness of the diverse needs of patients and colleagues
Demonstrates an enthusiastic and flexible approach
Ability to apply attention to detail
Self-motivated
Flexible approach to work days and hours

Skills and Knowledge

Essential

Proficient keyboard skills
Computer literate with an ability to navigate around systems and software packages such as MS Office, TEAMS, Outlook and the internet
Ability to work effectively as part of a team
Ability to work on routine tasks, without the need for supervision, prioritising and managing own workload
Demonstrates confidential and effective written and verbal communication skills
Excellent customer care and telephone skills
Able to use own initiative
Willing to undertake personal development

Other Job Requirements

Essential

Ability to move equipment within health and safety guidelines
Demonstrates an awareness of health and safety issues for clinic environment and personal safety

Experience

Essential

Previous administration/reception experience and knowledge of customer care /dealing with patients

Desirable

Previous NHS experience in a similar role

Disclosure and Barring Service Check

This post is 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.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)