Total 41 Administrative / Clerical job vacancies in Prescot, L35 5DR

This is an exciting opportunity to join our busy Secretarial Team as a Band 3 Team Secretary supporting the Community Division's Senior Leadership Team. The role will be expected to provide a comprehensive and high quality secretarial/administrative support service, including personal responsibility for a number of delegated tasks within the Service. Minute taking experience and an RSA II or equivalent is essential as is experience of working with information systems. We have 3 positions offering permanent and 12 month fixed term contracts. The post are full-time 37.5 hours, between the hours of 8.30am-4.30pm or 9am-5pm depending on service needs. Base V7 - Kings Business Park, Prescot







The post holder will have excellent communication and organisational skills to enable to support the clinical team.

Minute taking experience and an RSA II or equivalent is essential as is experience of working with Information systems.

Successful applicants will be able to organise their own workload and co-ordinate workload activities with other administration staff in the team. The successful candidate will have excellent interpersonal skills and a friendly telephone manner. 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.





Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 11 million people.

We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.

At the heart of all we do is our commitment to ‘perfect care’ – care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We’re currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.

Please see attached Job Description and Person Specification for full detail and main responsibilities of the role.


This advert closes on Friday 12 Jan 2024

Please see attached Job Description and Person Specification for full detail and main responsibilities of the role.

An opportunity has arisen for a highly organised and experienced Personal Assistant to support the Deputy Director of Informatics within the Digital Maturity Team.

Provide comprehensive confidential administrative service to the Team, necessitating contact with external bodies, clinical, nursing, management, executive and clerical staff.

You will have excellent communication skills and an ability to work well under pressure. A flexible and enthusiastic approach is essential for this busy role.

Take personal responsibility for a range of delegated projects and business. This is in addition to providing a comprehensive administrative service to ensure the smooth running of the team.

You will also operate in a wide network of communications, and must at all times promote sensitivity and tact, to ensure the effective achievement of key result areas.

The Personal Assistant is required to support the Deputy Director of Informatics and Digital Maturity Team to deliver his/her part of the Trust’s corporate objectives as well as his or her responsibilities in any relationships or activities they may participate in across a wider local or national footprint. He/she will undertake a wide range of secretarial and administrative tasks, including taking personal responsibility for a range of delegated projects and business. This is in addition to providing a comprehensive administrative service.

The Personal Assistant also operates in a wide network of communications, and must at all times promote sensitivity and tact, to ensure the effective achievement of key result areas.

The Secretary of State has approved the partnership between St Helens & Knowsley Teaching Hospitals and Southport & Ormskirk Hospitals.

From 1stJuly we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

Our Vision is to deliver 5 Star Patient Care:
• CARE that is evidence based, high quality and compassionate
• ​​​​​​SAFETY that is of the highest standards
• COMMUNICATION that is open, inclusive and respectful
• SYSTEMS that are efficient, patient centred and reliable
• PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

Our achievements include:
• Trust rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme

Please see our Wellbeing & Benefits booklet for more information on our staff benefits.

KEY DUTIES
• Provide a link to the Department of Health and other local and National agencies at the highest level on a range of issues managed by the Deputy Director.
• Maintain an up to date confidential list of all appropriate contacts for the Deputy Director.
• Undertake specific projects, as dictated.
• Manage the Deputy Director’s diary and ensure it he/she is appropriately briefed in advance of scheduled meetings. Responsibilities include:
• Initiating, commissioning and coordinating briefings from senior staff
• Undertake specific projects, as dictated.
• Gathering and extracting information from a range of sources
• Topping and tailing documents and providing first draft briefings as appropriate
• Ensuring all relevant information / papers are provided in advance of meetings.
• Carry out efficient diary management for the Deputy Director and those senior managers to whom you are assigned, ensuring all pertinent information is readily available.
• Manage all incoming mail/email for the Deputy Director including prioritisation, commissioning briefings, disseminating information and ensuring that deadlines are met.
• Establish systems and processes, which ensure compliance with the Trust’s policies for the procurement of goods and services necessary to the effective running of the department.
• Maintain the high profile, standards and quality of Governance in all Departmental business both internally and externally.
• Manage processes appropriately when coordinating visits to the organisation. Ensuring effective communications with other relevant parties. including Department of Health, Ministers, Government offices and own Executive team colleagues.
• Source and gather information for the Deputy Director or Senior Manager to support their business if asked to do so (locally and the wider NHS – e.g. Policy areas).
• Prioritise the Deputy Director’s effectively to ensure that meetings and reports are provided in a timely fashion ensuring that they have ‘thinking time’ allocated.
• Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in other directorates or teams.
• Develop and maintain understanding and knowledge of the broad spectrum of work areas that the Deputy Director and Senior Managers are responsible for in order to maximise the support given and to support decision making. Within planning processes, it is essential to be able to accommodate proactive and reactive situations.
• Manage the review, development and implementation of post specific operating procedures which comply with governance arrangements, and which support effective working practices.
• Administrate conferences and events for which the Deputy Director and Senior Managers have lead responsibility.
• Manage/lead ad-hoc delegated projects as required.
• Attend and report back from meetings as required.
• Service internal and external meetings as required, including minute taking and distribution, room bookings, and agenda preparation.
• Organise travel arrangements and itinerates for the Deputy Director as necessary.
• Assist in the administration around health and safety matters within the department where required.
• Ensure adequate supplies (stationery and others) are maintained.
• Ensure compliance with Trust polices, such as attendance management, within the department.
• Undertake any other reasonable duties required.
• Assist in administration of sickness leave, annual leave and appraisals for the department.
• Provide administrative support for Project Boards and other meetings as required.
• Assist the Head of the Digital Maturity Team with e-roster and TRAC enquiries.

CLINICAL & PROFESSIONAL RESPONSIBILITIES
• Adhere to relevant Code of Practice of Professional body.
• Organise the diary and commitments of the Deputy Director including the scheduling of formal meetings and take minutes at meetings as required.
• Manage the Deputy Director’s travel and accommodation arrangements.
• Maintain and update post-logging system to track correspondence.
• Deal with telephone and personal enquiries.
• Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations, project plans and spread sheets.
• Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office.
• Ensure that files and records are stored and retrieved appropriately in accordance with the Trust’s Records Management Policy.
• Provide general administrative tasks (e.g. photocopying, faxing etc).
• Ensure that correct Trust procedures are utilised when ordering goods and services.
• Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information.
• Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs and Board members and being sensitive to needs whilst maintaining a high level of professionalism.
• Take every reasonable opportunity to maintain and improve professional knowledge.
• Participate in personal objective setting and review, including creation of a personal development plan.
• Take every reasonable opportunity to maintain and improve professional knowledge.
• Participate in personal objective setting and review, including creation of a personal development plan.

ADMINISTRATIVE RESPONSIBILITIES
• Organise the diary and commitments of the Deputy Director including the scheduling of formal meetings and take minutes at meetings as required.
• Manage the Deputy Director’s travel and accommodation arrangements.
• Maintain and update post-logging system to track correspondence.
• Deal with telephone and personal enquiries.
• Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations, project plans and spread sheets.
• Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office.
• Ensure that files and records are stored and retrieved appropriately in accordance with the Trust’s Records Management Policy.
• Provide general administrative tasks (e.g. photocopying, faxing etc).
• Ensure that correct Trust procedures are utilised when ordering goods and services.
• Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information.
• Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs and Board members and being sensitive to needs whilst maintaining a high level of professionalism.

TEACHING & TRAINING RESPONSIBILITIES
• To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
• To actively participate in the annual performance review to identify personal development needs.

Advertising Date: 19th December 2023

Closing Date: 10th January 2024

Shortlisting Date: 12th January 2024

Interview Date: 18th January 2024


This advert closes on Tuesday 2 Jan 2024

Proud member of the Disability Confident employer scheme

As a member of the Service, the post holder will provide clerical and administrative support to the Quality & Risk Department. They must have the ability to plan own workload as appropriate and provide support as required to Senior Nursing Team and Corporate Matrons.

Interview date: 10th January 2024
• To work alongside the Clerical Officer and Deputy Director of Governance providing administrative support harmonising Policies and Procedures following the merger of STHK and Southport & Ormskirk Hospital Trusts.
• Support the Admin Assistant with the harmonisation of Patient Information Leaflets following the merger of STHK and Southport & Ormskirk Hospital Trusts.
• Assist in the management of the Trust Policies and Procedures database and Patient Information Leaflet database, chasing and updating as required.
• General office duties including monitoring the Document Control inbox, answering the phone, discussing queries relating to policies, procedures and patient leaflets assisting where possible and escalating to line manager when necessary
• Communicating with all levels of staff/patients and relatives in a polite and pleasant manner including dealing with telephone enquiries and requests and taking appropriate action
• Deal with bookings for the Interpreter Service including face to face, telephone, virtual and video requests using the service provider’s portal and database
• Monitor the Quality & Risk Admin Team Inbox and take action as required including placing orders using SBS/Oracle
• Any other duties required by Quality & Risk Office Manager

The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.

From 1stJuly we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

Our Vision is to deliver 5 Star Patient Care:
• CARE that is evidence based, high quality and compassionate
• ​​​​​​SAFETY that is of the highest standards
• COMMUNICATION that is open, inclusive and respectful
• SYSTEMS that are efficient, patient centred and reliable
• PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

Our achievements include:
• Trust rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme

Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.

KEY DUTIES
• To work alongside the Clerical Officer and Deputy Director of Governance providing administrative support harmonising Policies and Procedures following the merger of STHK and Southport & Ormskirk Hospital Trusts.
• Support the Admin Assistant with the harmonisation of Patient Information Leaflets following the merger of STHK and Southport & Ormskirk Hospital Trusts
• Assist in the management of the Trust Policies and Procedures database and Patient Information Leaflet database, chasing and updating as required
• General office duties including monitoring the Document Control inbox, answering the phone, discussing queries relating to policies, procedures and patient leaflets assisting where possible and escalating to line manager when necessary
• Communicating with all levels of staff/patients and relatives in a polite and pleasant manner including dealing with telephone enquiries and requests and taking appropriate action
• Deal with bookings for the Interpreter Service including face to face, telephone, virtual and video requests using the service provider’s portal and database
• Monitor the Quality & Risk Admin Team Inbox and take action as required including placing orders using SBS/Oracle
• Any other duties required by Quality & Risk Office Manager


This advert closes on Wednesday 3 Jan 2024

Proud member of the Disability Confident employer scheme

An opportunity has arisen for a highly organised and experienced Personal Assistant to support the Deputy Director of Informatics within the Digital Maturity Team.

Provide comprehensive confidential administrative service to the Team, necessitating contact with external bodies, clinical, nursing, management, executive and clerical staff.

You will have excellent communication skills and an ability to work well under pressure. A flexible and enthusiastic approach is essential for this busy role.

Take personal responsibility for a range of delegated projects and business. This is in addition to providing a comprehensive administrative service to ensure the smooth running of the team.

You will also operate in a wide network of communications, and must at all times promote sensitivity and tact, to ensure the effective achievement of key result areas.

The Personal Assistant is required to support the Deputy Director of Informatics and Digital Maturity Team to deliver his/her part of the Trust’s corporate objectives as well as his or her responsibilities in any relationships or activities they may participate in across a wider local or national footprint. He/she will undertake a wide range of secretarial and administrative tasks, including taking personal responsibility for a range of delegated projects and business. This is in addition to providing a comprehensive administrative service.

The Personal Assistant also operates in a wide network of communications, and must at all times promote sensitivity and tact, to ensure the effective achievement of key result areas.

The Secretary of State has approved the partnership between St Helens & Knowsley Teaching Hospitals and Southport & Ormskirk Hospitals.

From 1stJuly we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

Our Vision is to deliver 5 Star Patient Care:
• CARE that is evidence based, high quality and compassionate
• ​​​​​​SAFETY that is of the highest standards
• COMMUNICATION that is open, inclusive and respectful
• SYSTEMS that are efficient, patient centred and reliable
• PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

Our achievements include:
• Trust rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme

Please see our Wellbeing & Benefits booklet for more information on our staff benefits.

KEY DUTIES
• Provide a link to the Department of Health and other local and National agencies at the highest level on a range of issues managed by the Deputy Director.
• Maintain an up to date confidential list of all appropriate contacts for the Deputy Director.
• Undertake specific projects, as dictated.
• Manage the Deputy Director’s diary and ensure it he/she is appropriately briefed in advance of scheduled meetings. Responsibilities include:
• Initiating, commissioning and coordinating briefings from senior staff
• Undertake specific projects, as dictated.
• Gathering and extracting information from a range of sources
• Topping and tailing documents and providing first draft briefings as appropriate
• Ensuring all relevant information / papers are provided in advance of meetings.
• Carry out efficient diary management for the Deputy Director and those senior managers to whom you are assigned, ensuring all pertinent information is readily available.
• Manage all incoming mail/email for the Deputy Director including prioritisation, commissioning briefings, disseminating information and ensuring that deadlines are met.
• Establish systems and processes, which ensure compliance with the Trust’s policies for the procurement of goods and services necessary to the effective running of the department.
• Maintain the high profile, standards and quality of Governance in all Departmental business both internally and externally.
• Manage processes appropriately when coordinating visits to the organisation. Ensuring effective communications with other relevant parties. including Department of Health, Ministers, Government offices and own Executive team colleagues.
• Source and gather information for the Deputy Director or Senior Manager to support their business if asked to do so (locally and the wider NHS – e.g. Policy areas).
• Prioritise the Deputy Director’s effectively to ensure that meetings and reports are provided in a timely fashion ensuring that they have ‘thinking time’ allocated.
• Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in other directorates or teams.
• Develop and maintain understanding and knowledge of the broad spectrum of work areas that the Deputy Director and Senior Managers are responsible for in order to maximise the support given and to support decision making. Within planning processes, it is essential to be able to accommodate proactive and reactive situations.
• Manage the review, development and implementation of post specific operating procedures which comply with governance arrangements, and which support effective working practices.
• Administrate conferences and events for which the Deputy Director and Senior Managers have lead responsibility.
• Manage/lead ad-hoc delegated projects as required.
• Attend and report back from meetings as required.
• Service internal and external meetings as required, including minute taking and distribution, room bookings, and agenda preparation.
• Organise travel arrangements and itinerates for the Deputy Director as necessary.
• Assist in the administration around health and safety matters within the department where required.
• Ensure adequate supplies (stationery and others) are maintained.
• Ensure compliance with Trust polices, such as attendance management, within the department.
• Undertake any other reasonable duties required.
• Assist in administration of sickness leave, annual leave and appraisals for the department.
• Provide administrative support for Project Boards and other meetings as required.
• Assist the Head of the Digital Maturity Team with e-roster and TRAC enquiries.

CLINICAL & PROFESSIONAL RESPONSIBILITIES
• Adhere to relevant Code of Practice of Professional body.
• Organise the diary and commitments of the Deputy Director including the scheduling of formal meetings and take minutes at meetings as required.
• Manage the Deputy Director’s travel and accommodation arrangements.
• Maintain and update post-logging system to track correspondence.
• Deal with telephone and personal enquiries.
• Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations, project plans and spread sheets.
• Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office.
• Ensure that files and records are stored and retrieved appropriately in accordance with the Trust’s Records Management Policy.
• Provide general administrative tasks (e.g. photocopying, faxing etc).
• Ensure that correct Trust procedures are utilised when ordering goods and services.
• Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information.
• Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs and Board members and being sensitive to needs whilst maintaining a high level of professionalism.
• Take every reasonable opportunity to maintain and improve professional knowledge.
• Participate in personal objective setting and review, including creation of a personal development plan.
• Take every reasonable opportunity to maintain and improve professional knowledge.
• Participate in personal objective setting and review, including creation of a personal development plan.

ADMINISTRATIVE RESPONSIBILITIES
• Organise the diary and commitments of the Deputy Director including the scheduling of formal meetings and take minutes at meetings as required.
• Manage the Deputy Director’s travel and accommodation arrangements.
• Maintain and update post-logging system to track correspondence.
• Deal with telephone and personal enquiries.
• Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations, project plans and spread sheets.
• Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office.
• Ensure that files and records are stored and retrieved appropriately in accordance with the Trust’s Records Management Policy.
• Provide general administrative tasks (e.g. photocopying, faxing etc).
• Ensure that correct Trust procedures are utilised when ordering goods and services.
• Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information.
• Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs and Board members and being sensitive to needs whilst maintaining a high level of professionalism.

TEACHING & TRAINING RESPONSIBILITIES
• To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
• To actively participate in the annual performance review to identify personal development needs.

Advertising Date: 19th December 2023

Closing Date: 10th January 2024

Shortlisting Date: 12th January 2024

Interview Date: 18th January 2024


This advert closes on Wednesday 10 Jan 2024

KEY DUTIES Provide a link to the Department of Health and other local and National agencies at the highest level on a range of issues managed by the Deputy Director. Maintain an up to date confidential list of all appropriate contacts for the Deputy Director. Undertake specific projects, as dictated. Manage the Deputy Directors diary and ensure it he/she is appropriately briefed in advance of scheduled meetings. Responsibilities include: Initiating, commissioning and coordinating briefings from senior staff Undertake specific projects, as dictated. Gathering and extracting information from a range of sources Topping and tailing documents and providing first draft briefings as appropriate Ensuring all relevant information / papers are provided in advance of meetings. Carry out efficient diary management for the Deputy Director and those senior managers to whom you are assigned, ensuring all pertinent information is readily available. Manage all incoming mail/email for the Deputy Director including prioritisation, commissioning briefings, disseminating information and ensuring that deadlines are met. Establish systems and processes, which ensure compliance with the Trusts policies for the procurement of goods and services necessary to the effective running of the department. Maintain the high profile, standards and quality of Governance in all Departmental business both internally and externally. Manage processes appropriately when coordinating visits to the organisation. Ensuring effective communications with other relevant parties. including Department of Health, Ministers, Government offices and own Executive team colleagues. Source and gather information for the Deputy Director or Senior Manager to support their business if asked to do so (locally and the wider NHS e.g. Policy areas). Prioritise the Deputy Directors effectively to ensure that meetings and reports are provided in a timely fashion ensuring that they have thinking time allocated. Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in other directorates or teams. Develop and maintain understanding and knowledge of the broad spectrum of work areas that the Deputy Director and Senior Managers are responsible for in order to maximise the support given and to support decision making. Within planning processes, it is essential to be able to accommodate proactive and reactive situations. Manage the review, development and implementation of post specific operating procedures which comply with governance arrangements, and which support effective working practices. Administrate conferences and events for which the Deputy Director and Senior Managers have lead responsibility. Manage/lead ad-hoc delegated projects as required. Attend and report back from meetings as required. Service internal and external meetings as required, including minute taking and distribution, room bookings, and agenda preparation. Organise travel arrangements and itinerates for the Deputy Director as necessary. Assist in the administration around health and safety matters within the department where required. Ensure adequate supplies (stationery and others) are maintained. Ensure compliance with Trust polices, such as attendance management, within the department. Undertake any other reasonable duties required. Assist in administration of sickness leave, annual leave and appraisals for the department. Provide administrative support for Project Boards and other meetings as required. Assist the Head of the Digital Maturity Team with e-roster and TRAC enquiries. CLINICAL & PROFESSIONAL RESPONSIBILITIES Adhere to relevant Code of Practice of Professional body. Organise the diary and commitments of the Deputy Director including the scheduling of formal meetings and take minutes at meetings as required. Manage the Deputy Directors travel and accommodation arrangements. Maintain and update post-logging system to track correspondence. Deal with telephone and personal enquiries. Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations, project plans and spread sheets. Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office. Ensure that files and records are stored and retrieved appropriately in accordance with the Trusts Records Management Policy. Provide general administrative tasks (e.g. photocopying, faxing etc). Ensure that correct Trust procedures are utilised when ordering goods and services. Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information. Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs and Board members and being sensitive to needs whilst maintaining a high level of professionalism. Take every reasonable opportunity to maintain and improve professional knowledge. Participate in personal objective setting and review, including creation of a personal development plan. Take every reasonable opportunity to maintain and improve professional knowledge. Participate in personal objective setting and review, including creation of a personal development plan. ADMINISTRATIVE RESPONSIBILITIES Organise the diary and commitments of the Deputy Director including the scheduling of formal meetings and take minutes at meetings as required. Manage the Deputy Directors travel and accommodation arrangements. Maintain and update post-logging system to track correspondence. Deal with telephone and personal enquiries. Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e-mails, presentations, project plans and spread sheets. Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office. Ensure that files and records are stored and retrieved appropriately in accordance with the Trusts Records Management Policy. Provide general administrative tasks (e.g. photocopying, faxing etc). Ensure that correct Trust procedures are utilised when ordering goods and services. Liaise with patients and public, including complaints in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information. Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, MPs and Board members and being sensitive to needs whilst maintaining a high level of professionalism. TEACHING & TRAINING RESPONSIBILITIES To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post. To actively participate in the annual performance review to identify personal development needs. Advertising Date: 19th December 2023 Closing Date: 10th January 2024 Shortlisting Date: 12th January 2024 Interview Date: 18th January 2024

KEY DUTIES To work alongside the Clerical Officer and Deputy Director of Governance providing administrative support harmonising Policies and Procedures following the merger of STHK and Southport & Ormskirk Hospital Trusts. Support the Admin Assistant with the harmonisation of Patient Information Leaflets following the merger of STHK and Southport & Ormskirk Hospital Trusts Assist in the management of the Trust Policies and Procedures database and Patient Information Leaflet database, chasing and updating as required General office duties including monitoring the Document Control inbox, answering the phone, discussing queries relating to policies, procedures and patient leaflets assisting where possible and escalating to line manager when necessary Communicating with all levels of staff/patients and relatives in a polite and pleasant manner including dealing with telephone enquiries and requests and taking appropriate action Deal with bookings for the Interpreter Service including face to face, telephone, virtual and video requests using the service providers portal and database Monitor the Quality & Risk Admin Team Inbox and take action as required including placing orders using SBS/Oracle Any other duties required by Quality & Risk Office Manager

KEY DUTIES To quality check documentation completed in clinical administration support. Audit reports bi-monthly against KPIs (key performance indicators). Mentor, train and supervise relevant staff as required by the Administration Services Co-ordinator. Complete any Tertiary Referrals to external Trusts and ensure these are completed on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway. Type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly. Deal appropriately with concerns from staff in line with Trust policy To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations. Accurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct. Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly. Print off EIS reports for discharges Taking minutes of meetings and circulating to relevant groups. Obtain information requested by Administration Services Co-Ordinator. Record sickness/absence, annual leave on ESR system. Carry out appraisals as appropriate Organise and order stationary items as appropriate Ensure all mandatory training is up to date and report accordingly. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly. General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment. Attend appropriate training, meetings and education sessions at the request of manager Work with managers to review working practices, ways of working and find solutions to problems. To work in a flexible manner in accordance with the Trust Policy. Any other duties required by Line Manager SAFEGUARDING RESPONSIBILITIES Comply with Trust Safeguarding Adults & Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents. Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your Consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse or junior medical staff. Arrange multi-professional meetings regarding child protection/child in need cases. Minute multi-professional meetings as necessary. Provide administrative support for the Named Consultant and Named Nurse for Safeguarding Adults / Children Know about the range of physical abuse, emotional abuse, neglect and sexual abuse. Be able to recognise signs of abuse appropriate to role and what action to take Know what to do if concerned that someone is being abused. Know about the Trusts local policies/procedures. Understand the importance of sharing information, how it can help and the dangers of not sharing information. Be able to recognise signs of child abuse as this relates to their role. e.g observe inappropriate parenting, an unusually quiet and withdrawn child etc Be able to seek advice and report concerns, ensuring that they are listened to.

Duties and Responsibilities Type discharge summaries as appropriate. Ensure appropriate follow up arrangements/investigations are in place. Liaise with relevant Medical Secretary of Specialty accordingly. Ensure any actions required regarding 18 week / tertiary referrals are dealt with and actioned. Ensure all letters and discharge summaries are copied to the appropriate professionals and other agencies. Ensure all outgoing post is sent out within 24 hours of signing. (inclusive of out of area GP letters) Ensure all action reports are completed daily and all letters / attachments sent out the same day Carry out all stock ordering for speciality areas and completion on SBS Assist the Directorate in providing quality administrative support to the clinical teams. Accurate and timely input of data onto information databases. Filing of test results appropriately in a timely manner. Photocopying/faxing, general housekeeping of the office environment. Follow all Standard Operating Procedures for the area in which you work Assist with collection of clinical data for audit and disseminate information to teams. Attend appropriate training, meetings and education sessions at the request of manager. Work with managers and administrative staff to review working practices, ways of working and find solutions to problems. Work with Team Leaders/Administration Service Mangers to improve quality and range of services, with resources being managed according to agreed policies and priorities. Additional Requirements Follow risk management procedures at all times including the identification, assessment and management of risk within the division. To abide by all Trust policies and procedures. To be responsible for own professional/personal development, including participating in ongoing appraisal and personal development planning. Any other ad hoc duties to ensure the smooth running of the department. Safeguarding Responsibilities Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents. Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your Consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse or junior medical staff. Arrange multi-professional meetings regarding child protection/child in need cases. Minute multi-professional meetings as necessary. Provide administrative support for the Named Consultant and Named Nurse for Safeguarding Children Know about the range of physical abuse, emotional abuse, neglect and sexual abuse. Be able to recognise signs of abuse appropriate to role and what action to take Know what to do if concerned that a child is being abused. Know about the Trusts local policies/procedures. Understand the importance of sharing information, how it can help and the dangers of not sharing information. Be able to recognise signs of child abuse as this relates to their role. e.g observe inappropriate parenting, an unusually quiet and withdrawn child etc Be able to seek advice and report concerns, ensuring that they are listened to. GENERAL DUTIES 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 needs 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 contemporaneous 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 Trusts 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 gov.uk 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.

Fixed Term for 9 months

The Surgical Care Group at Whiston Hospital is looking to appoint a Personal Medical Secretary to provide a comprehensive service with the minimum of supervision within the B&P Department. This is a 7-month secondment opportunity.

The successful applicant will be able to organise their own workload and co-ordinate workload activities with other Personal Medical Secretaries in the team. The successful candidates will be of a pleasant disposition, have excellent interpersonal skills and a friendly telephone manner.

Applicants will be proficient in the use of audio-typing and word-processing packages and qualified to at least RSA Level 3/OCR typing/word-processing or equivalent. Knowledge of medical terminology is essential. Possession of the AMSPAR certificate is desirable. Experience of using Microsoft Office software and the Medway system is an advantage but training will be provided if necessary.

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.
• To provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians.
• Keep diary up to date, arrange appointments, and arrange travel and accommodation.
• Operate an effective bring forward system and filing system.
• Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed.
• Type discharge summaries as appropriate
• Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
• To manage and maintain 18 week pathways including Tertiary Referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway.

The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.

From 1stJuly we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

Our Vision is to deliver 5 Star Patient Care:
• CARE that is evidence based, high quality and compassionate
• ​​​​​​SAFETY that is of the highest standards
• COMMUNICATION that is open, inclusive and respectful
• SYSTEMS that are efficient, patient centred and reliable
• PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

Our achievements include:
• Trust rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme

Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.

KEY DUTIES
• To provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians.
• Keep diary up to date, arrange appointments, and arrange travel and accommodation.
• Operate an effective bring forward system and filing system.
• Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed.
• Type discharge summaries as appropriate
• Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
• To manage and maintain 18 week pathways including Tertiary Referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway.
• Support Consultant in non-clinical activities/Clinical Director role by preparing presentation documents using relevant packages and arranging meetings, circulate agenda/supporting papers as appropriate, and taking minutes at meetings.
• Ensure appropriate personnel are informed of consultant annual/study leave. Amend clinic/theatre lists/forms appropriately. Keep Consultants informed of junior doctor leave could have an effect on the service.
• Manage on-call rotas in absence of Rota Co-ordinator when requested, ensuring that annual/study leave and sickness do not compromise the smooth running and the department. Liaise with Medical Staffing to arrange locum cover. If emergency need is requested by members of clinical team ensure this is covered accordingly liaising closely with Clinical Director.
• Preparation of departmental induction and teaching programme for junior doctors/students taking an active part in departmental induction.
• Arrange planned patient admission to Hospital liaising with the appropriate ward and admissions department.
• Ensure Consultants are up to date with mandatory training/appraisals and ensure information is updated on the system.
• Ensure sickness/absence and annual leave of clinical staff is reported on the system.
• Assist with the investigation and compilation of responses to complaints, helping to ensure this is done within the optimum deadlines set by the Trust.
• Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.
• Deal with enquiries either on the telephone or face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.
• Ensure all correspondence relating to patient care is acted upon in a timely manner and that investigations are signed by Consultants or team and are dealt with in accordance with Trust policy.
• Cross reference invoices against investigations completed at external sites. Prepare any claims for reimbursement for consultant activities.
• Accurate check of demographics using the Patient Administration System (PAS), including registration screen to check patient details are correct.
• Maintain effective track on inpatient referrals to ensue patient is reviewed promptly.
• Receive new referral letters and ensure they are dated and triaged in a timely manner. Liaise with appointments and patients to book appointments accordingly. Check monthly breach lists.
• Receive cash/cheque donations to Trust; provide receipt/letter of confirmation.
• Assist with audit/research data collection as required.
• Obtain information requested by Administration Services Manager as and when required.
• Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
• Train new and junior members of the team within own work area as required by Administration Services Co-ordinator
• General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
• Attend appropriate training and education sessions at the request of manager
• Work with co-ordinators to review working practices, ways of working and find solutions to problems.
• Implement policies and procedures for own areas.
• Order stationery for own areas when required.
• To work in a flexible manner in accordance with the Trust Policy.
• Any other duties required by Line Manager


This advert closes on Wednesday 20 Dec 2023

Proud member of the Disability Confident employer scheme

KEY DUTIES To provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians. Keep diary up to date, arrange appointments, and arrange travel and accommodation. Operate an effective bring forward system and filing system. Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed. Type discharge summaries as appropriate Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not. To manage and maintain 18 week pathways including Tertiary Referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway. Support Consultant in non-clinical activities/Clinical Director role by preparing presentation documents using relevant packages and arranging meetings, circulate agenda/supporting papers as appropriate, and taking minutes at meetings. Ensure appropriate personnel are informed of consultant annual/study leave. Amend clinic/theatre lists/forms appropriately. Keep Consultants informed of junior doctor leave could have an effect on the service. Manage on-call rotas in absence of Rota Co-ordinator when requested, ensuring that annual/study leave and sickness do not compromise the smooth running and the department. Liaise with Medical Staffing to arrange locum cover. If emergency need is requested by members of clinical team ensure this is covered accordingly liaising closely with Clinical Director. Preparation of departmental induction and teaching programme for junior doctors/students taking an active part in departmental induction. Arrange planned patient admission to Hospital liaising with the appropriate ward and admissions department. Ensure Consultants are up to date with mandatory training/appraisals and ensure information is updated on the system. Ensure sickness/absence and annual leave of clinical staff is reported on the system. Assist with the investigation and compilation of responses to complaints, helping to ensure this is done within the optimum deadlines set by the Trust. Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person. Deal with enquiries either on the telephone or face to face from patients, consultants, junior doctors and colleagues in an appropriate manner. Ensure all correspondence relating to patient care is acted upon in a timely manner and that investigations are signed by Consultants or team and are dealt with in accordance with Trust policy. Cross reference invoices against investigations completed at external sites. Prepare any claims for reimbursement for consultant activities. Accurate check of demographics using the Patient Administration System (PAS), including registration screen to check patient details are correct. Maintain effective track on inpatient referrals to ensue patient is reviewed promptly. Receive new referral letters and ensure they are dated and triaged in a timely manner. Liaise with appointments and patients to book appointments accordingly. Check monthly breach lists. Receive cash/cheque donations to Trust; provide receipt/letter of confirmation. Assist with audit/research data collection as required. Obtain information requested by Administration Services Manager as and when required. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly. Train new and junior members of the team within own work area as required by Administration Services Co-ordinator General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment. Attend appropriate training and education sessions at the request of manager Work with co-ordinators to review working practices, ways of working and find solutions to problems. Implement policies and procedures for own areas. Order stationery for own areas when required. To work in a flexible manner in accordance with the Trust Policy. Any other duties required by Line Manager