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Job summary

Main area
NHS AfC: Band 3
Full time - 37.5 hours per week
Job ref
St Helens and Knowsley Teaching Hospitals NHS Trust
Employer type
£21,730 - £23,177 per annum
Salary period
Today at 23:59
Interview date

Employer heading

St Helens and Knowsley Teaching Hospitals NHS Trust logo

Failsafe Officer - Admissions Department

NHS AfC: Band 3

Job overview

The Surgical Care Group is looking for an enthusiastic and self-motivated Admissions Failsafe Officer to pro-actively perform specific failsafe duties within the Admissions Department.

This demanding role will require excellent time management and organisational skills.  The successful candidate must be able to prioritise their own workload and will require a flexible approach to their duties.

Main duties of the job

The post holder should be proficient in the use of Microsoft Office packages.  Ability to use a range of computer systems to collate information and escalate potential problem areas.  Training will be given where necessary for internal IT systems.

There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own initiative.

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


  • Carries primary responsibility for failsafe procedures of the Admissions Department ensuring regular checks are completed in a timely fashio
  • Review and maintain open holds report actioning any adjustments and escalating any concerns in a timely manne
  • Review and quality check all listings forms prior to sending the EDMS ensuring priority, procedure, special requirements and all other information has been inputted onto Careflow correctly and escalate where appropriat
  • Daily quality check of waiting lists to ensure that all elective waiting list entries have an appropriate P code applie
  • Daily quality check of waiting lists to ensure that all P2 patients have been offered a TCID within appropriate timefram
  • Complete weekly validation of P6 patients (patients making themselves unavailable
  • Review activity booked for the following day to ensure all patients are assigned P codes and P6 patients have been appropriately upgrade
  • Perform weekly waiting list audits to ensuring to adhere to the patient access polic
  • Weekly validate of the longest waiting patients ensuring pathways are correct and patients are readily available for surger
  • Complete and review Netcall reminder service one week in advance for elective admissions to reduce DNA’s and ensure full utilisation of theatre sessions.                               
  • Monthly validation of 18 week (PTL) for each speciality to maintain 18 weeks, ensure patient availability and/or still require procedure and willingness to accept another surgeon or external providers
  • Monitor and maintain the Surveillance Targeting Lists for individual specialities ensuring that all patients are recalled in accordance with Multi Disciplinary Team guidelines and Department of Health guidelines.
  • Review all patients with an outcome of Add to Waiting List ensuring they have been added to the waiting list correctly ensuring to check EDMS for potential missed additions and highlight to Team Leaders
  • Deal appropriately with concerns from staff in line with Trust policy
  • To provide cover for colleagues during periods of annual leave and sickness.  Mentor and train relevant staff as required by the Team Leaders or Assistant Directorate Manager
  • Participate in evening and call centre weekly rotation
  • Liaise with other hospitals both NHS and private, GP’s, secretarial, clerical, wards, theatre staff and cancer services
  • To work in a flexible manner in accordance with the Trust policy
  • Any other duties required by Line Manager.



  • To observe the provisions of and adhere to all Trust policies and procedures
  • To actively participate in the annual performance review to identify personal development need
  • To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post
  • To fully comply with the relevant sections of the Health and Safety at Work Act.  They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust “Statement of Policy on Health and Safety at Work” and the Trust corporate “Health and Safety Policies and Procedures”.  You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions
  • To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles
  •  The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages
  • All staff will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status
  • You will be expected to undertake the Trusts’ commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults
  • To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneou
  • In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role.  The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work.  Infection prevention and control must be included in any personal development plan and/or appraisal
  • To adhere to relevant Code of Practice of Professional body (if appropriate
  • The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
  • The duties contained in this job description are not intended to be exhaustive.  The duties and responsibilities of this post are likely to evolve in line with the Trust’s continued organisational development
  • To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the website. Hard copies are available from the HR Department on request
  • The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.

Person specification


Essential criteria
  • Educated to GCSE level/equivalent qualification or experience
  • NVQ 3 in Business Administration/equivalent qualification or equivalent knowledge through formal training or experience
  • Word processing skills

Knowledge and Experience

Essential criteria
  • Excellent IT skills with knowledge and experience of Microsoft Office
  • Previous experience of working within a clerical environment
  • Able to deal with the public in person and via telephone
Desirable criteria
  • Previous NHS experience
  • Knowledge of medical terminology


Essential criteria
  • Self-motivated and ability to work using own initiative with limited supervision
  • Able to use own initiative and respond to new challenges, knowing when to escalate
  • Ability to organise/manage/prioritise own work schedule
  • Excellent communication and customer care skills
  • Ability to accurately maintain computerised and manual documentation systems
  • Able to promote good working relationships amongst team and colleagues
  • Ability to assist in the mentoring and training of new staff
Desirable criteria
  • Excellent interpersonal and influencing skills
  • Good understanding of Trust internal policies as appropriate


Essential criteria
  • Excellent team player
  • Confident and sympathetic when dealing with patients/staff
Desirable criteria
  • Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyHSJ Best places to workJob share policyMindful employer.  Being positive about mental health.Age positiveDisability confident leaderCare quality commission - OutstandingDefence Employer Recognition Scheme (ERS) - GoldStep into health

Documents to download

Apply online now

Further details / informal visits contact

Lydia Jones
Job title
Admissions Team Leader
Email address
Telephone number
01744 646 716
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