Job summary
1 x 0.40 hours (15 hours over 2 days - Monday & Tuesday - 7.5 hours per day)
To provide administrative support to health professionals within the department and to provide a customer focused service to patients and their families, ensuring that services are delivered smoothly and effectively.
To support the work of panels with respect to all administrative requirements, to copy type/audio type medical reports and general correspondence as required.
The successful candidate will need to provide relief cover at other locations as requested by team leader.
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- To provide administrative support to health professionals within the department and to provide a customer focused service to the users of the clinics, ensuring that services are delivered smoothly and effectively.
- To act as first point of contact for all client enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate.
- To administer clerical work, including arranging appointments and clinic organisation.
- To ensure stocks of office supplies and medical equipment via use of the Purchase Ordering system
- To support the work of panels with respect to all administrative requirements so copy type/audio type medical reports and general correspondence as required.
- To provide relief cover at other locations as requested by team leader
Main duties of the job
- To provide administrative support to health professionals within the department and to provide a customer focused service to the users of the clinics, ensuring that services are delivered smoothly and effectively.
- To act as first point of contact for all client enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate.
- To administer clerical work, including arranging appointments and clinic organisation.
- To ensure stocks of office supplies and medical equipment via use of the Purchase Ordering system
- To support the work of panels with respect to all administrative requirementso copy type/audio type medical reports and general correspondence as required.
- To provide relief cover at other locations as requested by team leade
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our Services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements
o Rated Outstanding by CQC Inspection August 2018
o Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
o National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
KEY DUTIES
- To provide administrative support to health professionals within the department and to provide a customer focused service to the users of the clinics, ensuring that services are delivered smoothly and effectively.
- To act as first point of contact for all client enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate.
- To administer clerical work, including arranging appointments and clinic organisation.
- To ensure stocks of office supplies and medical equipment via use of the Purchase Ordering system
- To support the work of panels with respect to all administrative requirementso copy type/audio type medical reports and general correspondence as required.
- To provide relief cover at other locations as requested by team leader
CLINICAL & PROFESSIONAL RESPONSIBILITIES
- To attend and administer duties relating to panels for children with special needs, ensuring the administrative function is provided in a timely fashion. Liaising with internal services and partner agencies, when necessary, as directed
- To take part in staffing a central booking system to ensure an efficient approach to appointment management, to include the preparation and arrangement of appointments, including inputting of referrals ensuring all clerical work resulting is dealt with in a timely manner.
- To carry out general reception duties where required maintaining a neat and tidy reception environment.
- To display and ensure availability of information resources at reception with an adequate and attractive display to include distribution and collation of all patient surveys.
- To undertake, independently, routine duties for the team e.g. the booking and sending of appointments, re-organising cancelled appointments, organising referral lists with knowledge of priority level as issued by the team lead
- To scan records as required and maintain an effective photocopying, filing and archiving system including records management in line with Trust policy.
- To book clinic and meeting rooms within the premises and keep room availability updated as appropriate
- To update and maintain clinical diaries as requested, dealing with any related correspondence
- To deal with all internal/external mail and redistribution to relevant department
- To prioritise workload to meet agreed timescales.
- To travel to clinics within the boundaries of St Helens to provide administrative support to the services as delegated by the Team Leader
- Deal with telephone enquiries and liaise with team members and other agencies, e.g. social services, education staff, parents as necessary. This will involve both written and verbal communication and often requires tact and a reassuring attitude.
- To work within the office setting and deal with interruptions whilst completing the planned work.
- To collect and submit data for the Trust within timescales, in conjunction with team leader.
- To occasionally collate data/audit for teamwork.
- To report any faults, defects or building defects
SAFEGUARDING RESPONSIBILITIES
- Know about the range of physical abuse, emotional abuse, neglect and sexual abuse.
- Be able to recognise signs of abuse appropriate to role and what action to take.
- Know what to do if concerned that a child is being abused.
- Know about the Trusts local policies/procedures.
- Understand the importance of sharing information, how it can help and the dangers of not sharing information.
- Be able to recognise signs of child abuse as this relates to their role. e.g. observe inappropriate parenting, an unusually quiet and withdrawn child etc.
- Be able to seek advice and report concerns, ensuring that they are listened to.
Closing Date - 10th March 2025
Job description
Job responsibilities
KEY DUTIES
- To provide administrative support to health professionals within the department and to provide a customer focused service to the users of the clinics, ensuring that services are delivered smoothly and effectively.
- To act as first point of contact for all client enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate.
- To administer clerical work, including arranging appointments and clinic organisation.
- To ensure stocks of office supplies and medical equipment via use of the Purchase Ordering system
- To support the work of panels with respect to all administrative requirementso copy type/audio type medical reports and general correspondence as required.
- To provide relief cover at other locations as requested by team leader
CLINICAL & PROFESSIONAL RESPONSIBILITIES
- To attend and administer duties relating to panels for children with special needs, ensuring the administrative function is provided in a timely fashion. Liaising with internal services and partner agencies, when necessary, as directed
- To take part in staffing a central booking system to ensure an efficient approach to appointment management, to include the preparation and arrangement of appointments, including inputting of referrals ensuring all clerical work resulting is dealt with in a timely manner.
- To carry out general reception duties where required maintaining a neat and tidy reception environment.
- To display and ensure availability of information resources at reception with an adequate and attractive display to include distribution and collation of all patient surveys.
- To undertake, independently, routine duties for the team e.g. the booking and sending of appointments, re-organising cancelled appointments, organising referral lists with knowledge of priority level as issued by the team lead
- To scan records as required and maintain an effective photocopying, filing and archiving system including records management in line with Trust policy.
- To book clinic and meeting rooms within the premises and keep room availability updated as appropriate
- To update and maintain clinical diaries as requested, dealing with any related correspondence
- To deal with all internal/external mail and redistribution to relevant department
- To prioritise workload to meet agreed timescales.
- To travel to clinics within the boundaries of St Helens to provide administrative support to the services as delegated by the Team Leader
- Deal with telephone enquiries and liaise with team members and other agencies, e.g. social services, education staff, parents as necessary. This will involve both written and verbal communication and often requires tact and a reassuring attitude.
- To work within the office setting and deal with interruptions whilst completing the planned work.
- To collect and submit data for the Trust within timescales, in conjunction with team leader.
- To occasionally collate data/audit for teamwork.
- To report any faults, defects or building defects
SAFEGUARDING RESPONSIBILITIES
- Know about the range of physical abuse, emotional abuse, neglect and sexual abuse.
- Be able to recognise signs of abuse appropriate to role and what action to take.
- Know what to do if concerned that a child is being abused.
- Know about the Trusts local policies/procedures.
- Understand the importance of sharing information, how it can help and the dangers of not sharing information.
- Be able to recognise signs of child abuse as this relates to their role. e.g. observe inappropriate parenting, an unusually quiet and withdrawn child etc.
- Be able to seek advice and report concerns, ensuring that they are listened to.
Closing Date - 10th March 2025
Person Specification
Skills
Essential
- Demonstrates excellent communication skills
- Motivated and able to work as part of a team and ability to work on own initiative
- Ability to prioritise workload and meet deadlines
Qualifications
Essential
- Educated to GCSE level or equivalent qualification and/or equivalent experience
- RSA II in Typing or equivalent qualification and/or experience
- NVQ 2 in Business Administration or Customer Care or equivalent qualification and/or equivalent experience
Desirable
- ECDL or equivalent qualification and/or equivalent experience
- Audio typing qualification or equivalent qualification and/or equivalent experience
Knowledge & Experience
Essential
- Experience of working within a customer facing environment.
- Experience of Microsoft Word and other Microsoft packages, including Outlook
Desirable
- Experience of working in a clinic/health environment
- Knowledge of medical terminology
- Experience of dealing with sensitive information
Other
Essential
- The ability to travel independently across the Trust
- Requirement for occasional Saturday and evening working
- The ability to work flexibly in accordance with service needs
- The ability to meet manual handling needs of the service
Person Specification
Skills
Essential
- Demonstrates excellent communication skills
- Motivated and able to work as part of a team and ability to work on own initiative
- Ability to prioritise workload and meet deadlines
Qualifications
Essential
- Educated to GCSE level or equivalent qualification and/or equivalent experience
- RSA II in Typing or equivalent qualification and/or experience
- NVQ 2 in Business Administration or Customer Care or equivalent qualification and/or equivalent experience
Desirable
- ECDL or equivalent qualification and/or equivalent experience
- Audio typing qualification or equivalent qualification and/or equivalent experience
Knowledge & Experience
Essential
- Experience of working within a customer facing environment.
- Experience of Microsoft Word and other Microsoft packages, including Outlook
Desirable
- Experience of working in a clinic/health environment
- Knowledge of medical terminology
- Experience of dealing with sensitive information
Other
Essential
- The ability to travel independently across the Trust
- Requirement for occasional Saturday and evening working
- The ability to work flexibly in accordance with service needs
- The ability to meet manual handling needs of the service
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.
