Job summary
- Main area
- LCL Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 287-DTC-73-26
- Employer
- Liverpool University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Liverpool Clinical Laboratories
- Town
- Liverpool
- Salary
- £25,760 - £27,476 per annum
- Salary period
- Yearly
- Closing
- 22/06/2026 23:59
Employer heading
Administration Assistant
Band 3
Job overview
We are seeking an organised and proactive Administrative Assistant to support our Send Away Service, ensuring specialist referral reports, invoices and related documentation are processed accurately and on time. The role is key to maintaining robust records and financial governance, supporting service continuity and enabling clinical teams to access results promptly.
You will work closely with laboratory staff and the wider administration team, building trusted relationships and communicating professionally and confidentially at all times. You’ll help promote a culture aligned to LUHFT values by showing respect, raising concerns appropriately and contributing to service improvement.
This role is ideal for someone with strong administrative skills who enjoys working with systems and logs, can manage competing priorities, and is committed to high standards of accuracy, traceability and customer service.
Main duties of the job
You will coordinate end-to-end administration for the Send Away Service, including receiving and logging specialist reports, accurately transcribing results into LIMS, and tracking outstanding items to support timely clinical access and clear audit trails.
You will process invoices and supporting documentation, maintain accurate invoice logs, and support purchase order raising and receipting to ensure strong financial governance and continuity of specialist testing services.
You will provide day‑to‑day administrative support to laboratory teams, responding to enquiries, organising information, prioritising workloads to meet deadlines, and escalating discrepancies appropriately to minimise delays and errors.
Working in line with Trust policies and information governance requirements, you will handle patient and financial information sensitively and securely, contribute positively to a kind and inclusive team environment, and support continuous improvement by sharing ideas and adopting new ways of working.
Working for our organisation
NHS University Hospitals of Liverpool Group (UHL Group) was formed on 1 November 2024, born from a shared aim to improve the care we provide our communities.
We are one of the largest employers in region, with over 18,900 colleagues who are dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services that extend to more than two million people in the North West.
We operate from five hospital sites: Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside, and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Heart and Chest Hospital provide specialist services in cardiothoracic surgery, cardiology and respiratory medicine, both in the hospital and out in the community. Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single en-suite bedrooms and mainly focuses on complex planned care and specialist services.
Detailed job description and main responsibilities
The post holder will provide a high quality administrative and support service as part of the Administration Team, co-ordinating and managing documentation and maintaining accurate record and distribution systems to support the effective delivery of the service.
Main duties and responsibilities include:
- Manage and maintain document and data control processes using defined systems, ensuring a clear and accurate audit trail (logging, filing, version control and distribution).
- Provide relevant progress updates and reports to the appropriate Manager and proactively highlight risks, issues or discrepancies.
- Support quality and governance within the team by capturing key processes and reviewing them regularly, suggesting improvements where appropriate.
- Attend and minute meetings as required; maintain action/decision logs, follow up actions and provide updates to support delivery against deadlines.
- Provide day-to-day administrative support including diary co-ordination, arranging meetings/venues (and where required, catering), managing correspondence, telephone calls and enquiries, and undertaking general office duties (typing, photocopying, scanning, distributing and filing).
- Maintain an effective ‘bring forward’ system to ensure deadlines are met and actions are completed appropriately, with minimal supervision.
- Support the Manager with induction and supervision of new staff and with implementing policies and procedures.
- Co-operate fully with new technology and new ways of working; take responsibility for self-development and complete mandatory training as required.
Communication and ways of working
The post holder will demonstrate excellent written and verbal communication skills when liaising with team members, Trust personnel and external bodies, and will represent the department professionally at all times.
Equality, diversity and inclusion
All staff are expected to act in ways that support equality and diversity, treat everyone with dignity and respect, and recognise and report behaviour that undermines equality in line with Trust policy.
Confidentiality, information governance and records
Confidentiality and data protection must be maintained at all times. The post holder is responsible for accurate record keeping and information quality, ensuring data is complete, accurate and stored/retained in line with Trust policies (including requirements relating to Freedom of Information requests).
Infection prevention, health & safety and safeguarding
All staff will adhere to infection control policies and procedures and contribute to managing risk and maintaining a safe working environment. Staff must act in ways that safeguard the health and wellbeing of children and vulnerable adults and complete required training.
In carrying out these duties you will be expected to role model LUHFT values and behaviours: being Caring in how you support colleagues and service users, Fair in how you treat people and speak up, and Innovative by learning, sharing ideas and helping improve how we work.
Person specification
Qualifications
Essential criteria
- GCSE English Language & Maths or equivalent
- RSA 2(or equivalent) Typing/WP ability
Desirable criteria
- Ability to produce documents to a high standard
Experience
Essential criteria
- Demonstrable previous document/system control experience
Desirable criteria
- Knowledge of NHS and/or Project Management environment advantageous
- PRINCE 2
Knowledge
Essential criteria
- Thorough understanding of MS Office software packages, including Microsoft Outlook.
- Excellent knowledge and understanding of MS Word and associated packages. Must possess fast accurate typing skills
Desirable criteria
- Advanced Word, Excel, Powerpoint, Database Management
- Project Office software, e.g. MS Project Standard.
Skills
Essential criteria
- Ability to work within a high pressure environment, and have the ability to multitask.
Other
Essential criteria
- Excellent interpersonal skills, the ability to communicate effectively with all members of the Project Team and the Trust, and externally with project advisors
- Must be a self-start who will approach tasks in a co-ordinated manner and with sensitivity, thus ensuring tasks are completed efficiently and on target, with minimum supervision
- Must have an excellent telephone manner
Employer certification / accreditation badges
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Christine Harper
- Job title
- Operations Support Manager
- Email address
- [email protected]
- Telephone number
- 01551 706 5599
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