Job summary
- Main area
- Family Health
- Grade
- Band 3
- Contract
- 6 months (fixed term 6 months)
- Hours
- Part time - 28 hours per week (Monday - Friday hours to be discussed)
- Job ref
- 159-LWH-197-26
- Employer
- Liverpool Women's NHS Foundation Trust
- Employer type
- NHS
- Site
- Liverpool Women's Hospital
- Town
- Liverpool
- Salary
- £25,760 - £27,476 per annum
- Salary period
- Yearly
- Closing
- 14/09/2026 08:00
Employer heading
Administration Co-Ordinator
Band 3
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
We reserve the right to close any vacancies from further applications when we have received sufficient applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.
Job overview
A fantastic opportunity has arisen within our Family Health Division for an Administrative Co-Ordinator. This position is part-time 28 hours per week and is based at Liverpool Women’s Hospital.
The post holder will provide high‑quality, comprehensive administrative support across a range of clinical services and programme activity, working flexibly as part of a multi‑disciplinary administrative team. The role encompasses outpatient appointment coordination, referral and pathway management, clinical correspondence, data management, meeting support and general administrative functions, contributing to the effective and efficient delivery of services.
Main duties of the job
To have complete responsibility for the clinicians diaries, utilising an excellent knowledge of out-patient clinics, including face to face, telephone and virtual bookings, the duration of appointment times as directed by the clinician.
The production of letters which inform patients of the appropriate appointment times and media type. The bookings can require sensitive negotiations with patients relating to their availability for clinic, with consideration being given to the correct application of the Patient Access Policy.
To Support colleagues in the handling of complex bookings, and potentially complaints and PALs queries, in relation to allocated sub-specialty.
To Register new tertiary referrals for allocated sub-specialty onto PAS system within 48 hours of receipt ensuring Referral to Treatment pathways are started / continued appropriately.
To Undertake analysis of patient tracking lists (PTL) information to ensure appropriate scheduling of patients and clinics in the correct order and undertake data quality reviews and action as appropriate.
To maintain and update the clinician’s follow up queues when clinically reviewed. Prioritise urgent patients, and ensure government targets for routine patients are being met. Highlight immediately, and in a timely fashion, any conflicts that might mean patient waiting time targets could be breached.
Working for our organisation
Liverpool Women’s NHS Foundation Trust delivers the highest standards of care for women, babies and families. Each year we deliver over 7,500 babies, carry out over 49,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly & preterm newborns, perform around 1,000 IVF cycles and have over 4,000 genetic appointments taking place. We believe that this along with a strong dedication to research & innovation makes us the specialist health provider of choice in Europe for women, babies and families.
We have some of the leading experts in their field, which has been showcased on national TV and news, making our teams famous across the world for professionalism, skill & compassion.
The Trust is constantly innovating and evolving it’s services to provide the most cutting edge and modern care possible. As well as developing services on our current site we have long-term aspirations for the future. We have recently launched a number of new strategies which provide a detailed long-term plan for our services.
Check out why Liverpool Women’s NHS Foundation Trust is a great place to work using the links below:
Video: https://vimeo.com/556197652
Online brochure: https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf
Detailed job description and main responsibilities
Manage outpatient clinic activity across services, including booking, rescheduling and cancellation of face‑to‑face, telephone and virtual appointments, managing clinical outcomes, maintaining clinic diaries, waiting lists, follow‑up queues, PTLs and tracking systems in line with Patient Access Policy and RTT requirements.
•
Monitor pathways and waiting times, prioritising urgent cases, identifying and escalating potential breaches, managing DNAs appropriately, producing overdue follow‑up reports and supporting clinic utilisation, capacity planning and additional clinics where required.
•
Register and manage referrals using PAS and electronic referral systems, including tertiary referrals, ensuring timely processing, coordination of clinical triage, accurate case note tracking and maintenance of referral documentation and filing systems.
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Provide a professional, empathetic first point of contact for patients, parents, carers, clinicians, GPs and partner organisations, handling high volumes of telephone, written and face‑to‑face enquiries, including complex or sensitive situations, complaints and PALs queries.
•
Provide clear, accurate non‑clinical information on appointments, procedures and clinic arrangements, arranging interpreters and reasonable adjustments to support equitable access to services.
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Provide a professional clinical typing and correspondence service using audio transcription and copy typing systems, ensuring accurate use of medical terminology, verification of patient demographics, timely action and distribution of correspondence in liaison with clinical staff.
•
Support clinics, meetings, programmes and events, including scheduling, preparation of papers and packs, minute taking, action tracking, updating circulation lists and maintaining accurate post‑meeting or post‑clinic documentation.
•
Support programme and service activity through accurate data entry and maintenance of spreadsheets, databases and monitoring tools, ensuring information quality, data integrity and compliance with Trust policies.
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Maintain records management standards, ensuring paperwork is completed, scanned, filed and tracked appropriately, and manage stock control, stationery orders, invoices and expense claims in line with Trust procedures.
The best people, giving the safest care, providing outstanding experiences
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Act as a systems super‑user for designated Trust systems, supporting colleagues, contributing to service improvement, digital developments and the introduction of new IT applications and modernisation initiatives.
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Work flexibly as part of a team, providing cross‑cover as required, supporting colleagues with complex activity, contributing to training and induction of new staff and deputising for senior colleagues where appropriate.
•
Ensure compliance with national, Trust and departmental policies, including confidentiality, safeguarding, health & safety and equality and diversity, attending relevant meetings and contributing to incident review, governance and continuous improvement activity.
Person specification
Qualifications & Learning
Essential criteria
- 5 GCSE’s or equivalent
- NVQ 3 in customer care and business administration or equivalent experience in a clerical role
Desirable criteria
- Leadership qualification
- ECDL
- NVQ 3 in customer care and business administration or equivalent experience in a clerical role
Experience
Essential criteria
- Proven experience working in a clerical role
Desirable criteria
- Proven experience in a clerical role within the NHS
- Proven experience of staff management
Skills, Knowledge & Aptitudes
Essential criteria
- Knowledge of administrative and management procedures and practices
- Knowledge of MS Office, Excel and basic keyboard skills
- Excellent communication skills, both verbal and written
- Good communication and interpersonal skills at all levels
- Ability to work as part of a team
- An efficient and methodical approach to the maintenance of waiting lists, statistics and admissions diaries
Desirable criteria
- Experience of Meditech
- Understanding of Trust policies and NHS agenda
- Knowledge of the Trust’s rules regarding confidentiality
- Knowledge of specialist medical terminology
Personal Attributes
Essential criteria
- Good time management skills
- Good organisational skills
- Able to maintain a professional approach when working under pressure
- Be able to maintain confidentiality
Desirable criteria
- Ability to work flexibly
- Appropriately assertive
- Self-motivated and enthusiastic
Employer certification / accreditation badges
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Laura roscoe
- Job title
- Operational Support Manager
- Email address
- [email protected]
- Telephone number
- 0151 708 9988
- Additional information
0151 708 9988 ext. 4577
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