Job overview
Clerical Administrator – Band 2
Location: St Helens Hospital – Urology Suite
Contract: Permanent
Hours: 30.5 hours per week
Monday – Thursday 09:00 – 3:30pm
Friday – 09:00 – 4:00pm
About the role
An exciting opportunity has arisen for a motivated and organised individual to join the Urology Unit at St Helens Hospital as a Clerical Administrator.
You will play a key role in supporting the smooth running of outpatient clinics, providing a comprehensive administrative service to the clinical team and ensuring an efficient patient experience.
The JD & PS are currently under AfC review and are subject to change.
Main duties of the job
- Preparing clinic paperwork and ensuring records are available for clinics
- Managing telephone enquiries, providing a professional and courteous service to patients and staff
- Filing, scanning and maintaining accurate records
- Processing incoming and outgoing post
- Providing general administrative support to the clinical team
- Supporting the day-to-day organisation of clinics and office duties
About you
- Well organised with strong administrative skills
- Confident in using IT systems and Microsoft Office
- Able to prioritise workload and work to deadlines
- Excellent communicators with a professional and empathetic approach
- Able to work both independently and as part of a team
Working for us
You will be part of a supportive team within a busy Urology service, where your contribution will directly support patient care and service delivery.
Working for our organisation
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.
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. 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.
Detailed job description and main responsibilities
- Type dictation from audio transcription of clinical correspondence and documentation.
- Type discharge summaries as appropriate.
- Ensure appropriate follow up arrangements/investigations are in place. Liaise with relevant Medical Secretary of Specialty accordingly.
- Ensure any actions required regarding 18 week / tertiary referrals are dealt with and actioned.
- Ensure all letters and discharge summaries are copied to the appropriate professionals and other agencies.
- Ensure all outgoing post is sent out within 24 hours of signing. (inclusive of out of area GP letters)
- Ensure all action reports are completed daily and all letters / attachments sent out the same day.
- Carry out all stock ordering for speciality areas and completion on SBS.
- Assist the Directorate in providing quality administrative support to the clinical teams.
- Accurate and timely input of data onto information databases.
- Filing of test results appropriately in a timely manner.
- Photocopying/faxing, general housekeeping of the office environment.
- Follow all Standard Operating Procedures for the area in which you work.
- Assist with collection of clinical data for audit and disseminate information to teams.
Attend appropriate training, meetings and education sessions at the request of manager.
Work with managers and administrative staff to review working practices, ways of working and find solutions to problems.
Work with Team Leaders/Administration Service Mangers to improve quality and range of services, with resources being managed according to agreed policies and priorities.
Person specification
Our Values
Essential criteria
- We are Kind
- We are Kind
- We are Inclusive
Qualifications
Essential criteria
- Word Processing Skills
- Audio Typing Skills
- Knowledge of medical terminology
Desirable criteria
- RSA / OCR II or equivalent experience
Experience
Essential criteria
- Excellent IT skills with knowledge and experience of Microsoft office products
- Experience of office procedures
Desirable criteria
- Previous experience within the NHS
Skills
Essential criteria
- Self motivated and able to work with limited supervisions
- Able to use own initiative and manage/prioritise own workload
- Excellent communication skills
- Ability to accurately maintain computerised and manual filing/documentation system
- Ability to work as part of a team
Desirable criteria
- Knowledge of internal hospital PAS
Other
Essential criteria
- Able to work the hours and duties required by the post
- Able to adopt flexible approach when required
- Comply with Trust policies and procedures
- Understanding of confidential nature of role and awareness of Data Protection Act
Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is 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
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