Administrative Assistant

To provide a comprehensive administrative service to staff and patients.
To be confident, competent and efficient working on a computer.
Ensuring all the workload is effectively and efficiently processed including ad hoc office duties.
To complete all clinic related and documentation and data input.
Ensure cross cover working where appropriate. A 'Buddy' system is in place to cover colleagues workload when on annual leave etc
To be responsible for own workload on a day to day basis., Act as first point of contact for all telephone and reception enquiries, ensuring that messages are forwarded to the appropriate persons and visitors are welcomed to the department.
Provide an effective administrative service to support the team, including photocopying, data inputting and typing.
Effective liaison with multi-disciplinary staff/patients/carers/outside agencies, including dealing with appointment/service enquiries. To ensure communication is accurate, sensitive, complex and confidential and accurate information is communicated as and when required.
Adhere to relevant Code of Practice of Professional body
It should be included for majority of staff even those not associated with a professional body as they will have to adhere o the standards expected by their profession i.e. an Finance Clerk would be expected to adhere to certain requirements governing finance legislation.
Responsibility, in conjunction with other administrative staff, for arranging clinics, booking appointments and associated data entry including the retrieval and maintenance of patient records.
Ensure appropriate records are maintained as directed by Line Manager. In line with Trust Policies and Procedures
Contribute to the producing and sending of appointments and giving appropriate patient information/advice.
To register patient referrals for the service on appropriate systems following the service referral pathway.
To contribute to the maintenance of waiting lists, ensuring that appropriate appointments are scheduled / allocated to patients as directed, in line with service procedures by your line manager or clinician.
To work in a flexible manner when cover is required, to support and maintain service delivery.
Contribute to the processing of all incoming and outgoing mail.
Participate in the provision of cover and Support and maintain service delivery borough wide
Participate in serious untoward incident investigations/reviews as required. Support individual's equality, diversity and rights.
Participate in patient and public involvement activities.
Contribute towards service improvement initiatives to enhance quality of patient care.
Provide information and support to service users/carers as appropriate.
Contribute to the continued improvement and quality of the Administration Support Service.
Recognise and respond appropriately to urgent and emergency situations.
Report any concern regarding patient care to line manager.
ADMINISTRATIVE RESPONSIBILITIES
To undertake any other delegated duties as appropriate and commensurate with the Contribute to the ordering of stationery supplies and associated procedures.
Contribute to the effective and efficient use of resources.
To undertake any other delegated duties as appropriate and commensurate with the post.
TEACHING & TRAINING RESPONSBILITIES
Provide evidence to support development around the Trust Appraisal system or other competency profiles.
Participate in regular supervision, engage in reflective practice and be committed to continued development.
Develop own skills and knowledge and contribute to the development of others.
All Trust staff will comply with financial processes and procedures
RESEARCH & AUDIT
Participate in appropriate audit, quality assurance programmes and research as directed.
Thank you for considering an application to work for Mersey West Lancashire NHS Trust. You are part of an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.
Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.
The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.
Equality, Diversity, and Inclusion
We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups.
As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.
If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [email protected]
We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.
The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision-making process.
The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click here to check your eligibility before applying for this post as we may be unable to provide sponsorship.
Disclosure and Barring Service Check
If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.
Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.
If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.
Flexible Working
We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:
· All employees have the right to request flexible working from day one of employment.
· There is no limit on the number of requests they can make.
· Employees have the right to make requests, have them considered, regardless of the reason.
At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.
Working for Team MWL
Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.
The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website
You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.
The Trust will not accept applications which are found to be AI generated.
Additional Information
Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here.
An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.
Good luck with your application. We hope to welcome you to Team MWL very soon.

We are seeking an enthusiastic, hardworking and motivated administrative assistant with excellent communication, organisational, time management and attention to detail skills to join our existing Admin Team to support Treatment Rooms, District Nurses, Phlebotomy and Community Matrons within Merseyside and West Lancashire Teaching Hospitals.
The post will be based at multiple sites within the St Helens Community Administration Service with a need to be flexible to work at different locations if needed. You will be working in a busy environment and closely with the remainder of the Admin Team. Communication and customer care is key is this team. The post will be varied and a great opportunity to gain new skills and enhance your knowledge and experience by working within varies settings.
A flexible approach to day to day tasks is essential, in order to meet the changing demands of the service. Our philosophy is to keep the patient at the heart of everything we do. We look for people who are willing to go the extra mile, not because they are asked to, but because they are committed to being part of a healthcare team that delivers an excellent caring service to our patients.

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:
+ Rated Outstanding by CQC Inspection August 2018
+ Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
+ National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme