Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 2
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week (08:30-16:30 / 09:00-17:00)
- Job ref
- 409-7465883
- Employer
- Mersey and West Lancashire Teaching Hospitals NHS Trust
- Employer type
- NHS
- Site
- St Helens Hospital
- Town
- St Helens
- Salary
- £24,465 per annum pro rata
- Salary period
- Yearly
- Closing
- 04/01/2026 23:59
- Interview date
- 19/01/2026
Employer heading
Ward Administrator
NHS AfC: Band 2
After applying via NHS Jobs, your submitted application will be imported into our preferred Third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.
Job overview
Part Time 22.5 hours per week at The Lilac Centre, St Helens Hospital
Must be able to work 3 days between Monday - Friday, usual shifts are 09:00-17:00 and 08:30-16:30.
We are looking for a flexible, enthusiastic person who has good interpersonal skills with an excellent telephone manner. You should have the ability to work under pressure, providing a high quality service supporting the ward and its staff enabling the ward to run smoothly. The successful candidate will also be willing to work across other wards/ units within the role when required.
The Ideal candidates will have a good understanding of IT, and knowledge of the Medway systems is desirable, though full training will be given. Previous experience in a similar role is desirable
Main duties of the job
To work flexibly across identified wards dealing with staff and patients on a daily basis to aid the smooth running of the wards. To provide administrative support to the ward, making appointments and arrangements for staff, patients and relatives/carers as necessary.
To deliver competent, safe and effective Admin Support to the Ward/Unit.
Working for our organisation
St Helens and Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside, and one of the few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.
We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.
Our '5 Star Patient Care' strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.
Our latest achievements include:
- Acute Trust of the Year – HSJ Awards November 2019
- Trust rates Outstanding by the CQC – Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers and Health Service Journal)
- Best acute Trust in the North West for quality of care (NHS Staff Survey 2021)
- Best place to work in the North West (NHS Staff Survey 2021)
In the NHS Staff Survey 2021 the Trust scored the highest marks in the North West for the following areas;
- Standard of care
- Best place to work
- Care of patients being the Trust’s priority
- Staff engagement
- Staff morale
- Compassionate and inclusive
- Providing a safe environment for staff
Detailed job description and main responsibilities
KEY DUTIES
- Request outpatient appointments for patients.
- Resolve patients, staff and visitor’s problems adopting a courteous manner at all times.
- Welcome patients to come into the ward/area and keep them updated.
- Chase HRS (Health Record Supplements) for all inpatients and ward attenders.
- Ensure any ward attender or outpatient activity is accurately recorded and or coded accordingly.
- Book flights and taxis for out of area patients.
- Arrange accommodation for relatives where necessary.
- Answer telephone calls and liaise with patients and relatives regarding appointments and general queries.
- Print and post patient appointment letters.
- Deliver and collect patients and staff mail within the ward.
- Ensure adequate stationery is ordered in a timely manner and stored appropriately.
- Organise ambulances for return and discharge of patients with North West Ambulance Service.
- Create spreadsheets for ward information as required.
- Request letters/patient information/medical records from other hospitals.
- Create high quality signs and documents relating to ward information.
- Report and follow up all IT faults to the IT helpdesk.
- Attend ward meetings and any relevant courses.
- Work with members of the multi-disciplinary team to maintain high standards of data quality, following the requirements of the Data Quality Policy as required.
- Provide clerical support to ward manager, including taking notes at meetings as necessary.
- Photocopy any necessary documentation as directed by the ward manager.
- Hand delivers any urgent diagnostic requests and pharmaceutical requests (TTO’s).
- Make deliveries of key documents and/or other items to other areas of the hospital as required.
- Operate secure access to ward/relevant area, ensuring no unauthorised visitors or personnel enter the area.
- Print patient labels and wristbands.
- Adhere to all relevant Trust policies and guidelines.
When covering for colleagues in specific areas eg AMU and ICU, Ward Administrators will have a requirement to cover duties described in the following addendum.
Addendum To Standard Duties:
Ward Administrators employed to cover specific areas within the Trust will have a requirement to cover duties as described in the following addendum to duties:
Direct Patient Access Areas and Specialist Areas (eg AMU, Delivery Suite, ICU)
- Prepare case note trolleys for three daily ward rounds.
- Generate up to date list of patients requiring medical review on other wards for Physician of the Day.
- Provide emergency out of hours Ward Administrator support to the Care Group.
- Provide clerical support, including taking minutes as required, to the Ward Manager and Matron.
- Ensure Health Record Supplements are maintained.
- Collect documentation and enter information into speciality specific patient information systems (eg Critical Care Minimum Data Set and Intensive Care Nursing Audit Research Centre).
- Process donations, patient cash and valuables, liaising with General Office to ensure such items are handled appropriately.
- Prepare ICU files for audit purposes.
- Escort visitors to bereavement office as required.
- Deal with referrals from secretaries when unit secretary is not available, liaising with the multi-disciplinary team as necessary.
- Liaise with social services, community midwifery teams, registry office, theatres, etc.
- Generate hospital numbers for babies and unbooked mothers.
- Ensure birth notifications completed.
The duties contained in this job description are not intended to be exhaustive. It is intended that the post holder will be flexible in the duties that he/she performs. Following consultation with the post holder his/her duties may be varied from time to time, in order to meet changing priorities and to maintain the sections effectiveness. A review of the job description will be carried out on an annual basis or earlier if required.
SAFEGUARDING ADULTS & CHILDREN
- All employees have a duty and a responsibility to protect and safeguard children and vulnerable adults. You will have knowledge of local safeguarding children and vulnerable adult procedures and act in accordance with these.
INFECTION CONTROL
- All employees are individually responsible for the prevention and control of infection within their own area. The employee must attend Infection Control Induction training and mandatory Infection control training. The employee must follow all, Trust policies, procedures and guidelines relating to Infection Control.
SOCIAL NETWORKING
- Staff who access or are members of social networking sites in a private capacity MUST NOT post images that have been taken inside of, in the grounds of, or of Trust premises, or place misleading, malicious, or derogatory comments or references that would damage the reputation of, or misrepresent the Trust, or cause distress to its service users or any other employee. (See Trust Email & Internet Policy)
Person specification
Qualifications
Essential criteria
- Educated to GCSE level or equivalent qualification and/ or equivalent experience
- ECDL or equivalent qualification and/or equivalent experience
Desirable criteria
- CLAIT or equivalent qualification and/or equivalent experience
- RSA 1 or equivalent qualification and / or equivalent experience
- Word Processing
Knowledge & Experience
Essential criteria
- Knowledge and experience of using patient information systems or equivalent
- Demonstrates ability to co-ordinate information from various sources in an accurate manner
Desirable criteria
- Excellent IT / Word processing skills with knowledge and experience of Microsoft office products
- Previous clerical experience gained in NHS environment
Skills
Essential criteria
- Effective communication skills and ability to communicate with all levels of staff
- Ability to accurately maintain computerise and manual filing/documentation system
Desirable criteria
- Customer Service Skills
Others
Essential criteria
- Able to use own initiative and manage/prioritise own workload
Desirable criteria
- Ability to work flexibly across hospital sites / departments
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Victoria Kilshaw
- Job title
- Cancer Services Unit Manager
- Email address
- [email protected]
- Telephone number
- 01744646180
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