Administrator B&S Team Leader

Main area Reproductive Medicine Unit Grade Band 4 Contract Permanent Full time Hours Full time – 37.5 hours per week (Monday – Friday working pattern) Job ref 159-LWH-220-26

Employer Liverpool Women’s NHS Foundation Trust Employer type NHS Site Knutsford Hewitt Fertility Centre Town Knutsford Salary £28,392 – £31,157 per annum Salary period Yearly Closing 08/10/2026 23:59

Band 4

Liverpool Women’s NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities – from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

At Liverpool Women’s Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.

We believe that this, along with a strong dedication to research and innovation, makes us the specialist health provider of choice in Europe for women, babies and families.

Liverpool Women’s has an excellent reputation and is a centre of excellence. It is an exciting environment to work in and a great place to develop your career for many years to come.

We invite you to review why Liverpool Women’s Hospital is a great place to work: https://vimeo.com/556197652

Job overview

The Hewitt Fertility Centre is one of Britain’s largest Reproductive medicine units providing a comprehensive service to NHS, Self-Funding and Satellite patients.

The Hewitt Fertility Centre is wholly committed to providing a high-quality service to patients who attend the centre, for a range of fertility related investigations and treatments.

An opportunity has arisen within The Hewitt Fertility Centre at Knutsford for an Administrative Team Leader, who is a bright, committed, and enthusiastic individual. You would be working within a rapidly developing service and should be able to demonstrate excellent communication skills. A background in administration is essential and previous staff supervision would be considered an advantage.

Main duties of the job

The post holder will support the Booking and Scheduling Team in providing a welcoming and efficient reception service for all visitors to the Hewitt Fertility Centre Knutsford, supporting a full appointment booking service for NHS Patients and Self- Funding Patients. This entails a wide-ranging understanding of the administrative arrangements within the Unit and associated Centers. The postholder is also responsible for the management and monitoring of efficient clinical pathways to meet the Infertility Referral to Treatment (RTT) targets and the provision of information and support to clinicians regarding patient pathway management within the Unit.

Post Holder working pattern will be Monday – Friday.

Working for our organisation

Liverpool Women’s NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities – from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

At Liverpool Women’s Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.

We believe that this, along with a strong dedication to research and innovation, makes usthespecialist health provider of choice in Europe for women, babies and families.

For roles at Liverpool University Hospitals, visit their careers page .

UKVI guidelines prohibits sponsorship for all Band 2 posts. Guidelines state that many non-clinical posts are not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine your eligibility for sponsorship if you were to gain a conditional offer for this role.

Detailed job description and main responsibilities

Manage the workload of the reception and booking and scheduling team on a daily basis, including the arrangement of weekly rotas, ensuring work is completed to the appropriate standards.

Supervise the provision of an efficient administration service by the administration team, ensuring work is completed and in a timely manner to meet clinical team needs

Ensure the provision of a friendly and approachable patient reception and Booking & Scheduling service for the Hewitt Fertility Centre dealing personally with any complex or sensitive queries using judgement and discrete.

Provide line management and support to all staff within the team, including sickness and absence management, performance reviews and PDR’s, disciplinary issues, assessment of training needs, establishment of training plans and recruitment.

Monitoring all patient on the RTT pathway to ensure that patient complete their pathway within 18 weeks where possible, providing reports for the Operational Managers and ensuring any complex cases or potential breaches are address with the appropriate team as early as possible.

Ensure the registration of all Self -Funding patients and prepare patient files. Entering demographic data on Patient Access Systems (PAS) Digicare and IDEAS.

Assist in the development and implementation of appropriate systems to support the clinical team and provide general administrative support as required.

Please note this post is for our Knutsford Hewitt Centre site

For full detail see job description

Qualifications & Learning

• Educated to Diploma/Certificate level/NVQ4 or equivalent experience in addition to GSCE or equivalent English & Mathematics
• European Computer Driving Licence (ECDL) qualification
• Hold/currently working towards or willing to undertake a professional qualification in leadership at diploma or Certificate level.
• Understanding of confidentiality, Data Protection and Caldicott principles
• Extensive knowledge of NHS waiting lists & pathway management requirements and procedures
• Excellent level of numeracy and literacy skills.
• Able to communicate clearly both in verbal and written communications
• Working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel
• Organised & methodical with an attention to detail.
• Ability to analyse information and report information to others in a meaningful way
• Able to maintain accuracy to high standards
• Able to make best use of time and resources, to plan and complete individual workload whilst managing the workload of others.
• Excellent telephone manner
• Understanding of change and project management processes.
• Ability to recognise and resolve complex issues
• Confidence in dealing with people at all levels.
• Must be able to demonstrate an understanding of quality and diversity

Experience

• At least 3 years’ experience of working in a Patient Contact Centre Environment in the NHS or other healthcare provider.
• Supervisory experience of at least 1 year providing day to day supervision of a team of staff
• Experience of staff management including sickness absence management, appraisal/personal development reviews
• Experience of undertaking recruitment and selection
• Experience of developing policies and task specific standard operating procedures
• Ability to resolve conflict and complaints at source.
• Experience of providing a service to Private Patients.

Personal Attributes

• Flexible and adaptable to change
• Ability to work to a deadline and prioritise own workload.
• Ability to work on own unsupervised.
• Able to multitask.
• Courteous, friendly and confident
• Be able to work under pressure in a busy environment.
• Able to direct and lead staff in the delivery of work
• Capable of dealing with sensitive and confidential documents and situations
• Understand the requirement of delivering an excellent service to all at all times
• Occupational Health cleared to perform the role.
• Good work attendance.
• Team Player

Posts advertised to ‘internal staff’ are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.

Note: Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.

Liverpool Women’s NHS Foundation Trust has a responsibility and is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and for ensuring that they are protected from harm. Every employee of the Trust has a responsibility and is duty bound always to act in the best interest of a child or adult about whom we may have concerns.

Trust policy requires the cost of DBS applications be recovered via salary. The amount of £26.40 (standard) or £54.40 0(enhanced) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement in post.

The Trust is committed to creating a well-managed,flexible working environment that supports staff & promotes welfare & development. We are committed to promoting equality and diversity;we value the contribution of individual talent, skills, knowledge, and experience and aim for a workforce demography representative of the local community.We operate Zero Tolerance to aggression, violence, bullying and harassment.We will make reasonable adjustments to ensure our recruitment & selection process is accessible to all.Flexible Working applications will be considered.

If you are disabled and have special support needs in applying for a job, attending for an interview or in undertaking any tests as part of a selection process, please contact the Trust’s recruitment team on 0151 7064666 and someone from that team will ensure that the recruiting manager is aware of your particular needs. Please Note: new entrants to the NHS will normally commence on the first paypoint of the relevant band.

LWH has a responsibility & is committed to safeguarding & promoting the welfare of children, young people & vulnerable adults & for ensuring that they are protected from harm. Every employee of the Trust has a responsibility & is duty bound always to act in the best interest of a child or adult about whom we may have concerns.

Liverpool Women’s Hospital is committed to having a workforce that is representative of the communities we serve. To this end, we particularly welcome applicants from racially minoritised backgrounds, who have a disability, or are members of the Armed Forces, Reservists or Veterans.

If you have any queries please contact the HR Department on 0151 702 4446, for an informal discussion about the job please contact Operational Services Manager 0151 702 4121

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