Administration Co-Ordinator

Liverpool Women's NHS Foundation Trust; Liverpool; On-site; GBP 26,000 - 27,000; Part time

Job summary

Liverpool Women’s NHS Foundation Trust is seeking an Administrative Co‑Ordinator for part‑time 28 hours per week, based at Liverpool Women’s Hospital. The post supports a multi‑disciplinary administrative team, delivering high‑quality services across the Family Health Division.

The role encompasses outpatient coordination, referrals, data management, and correspondence, with a focus on efficiency, patient experience and meeting RTT targets in a busy NHS environment.

Qualifications

• 5 GCSE’s or equivalent.
• NVQ 3 in customer care and business administration or equivalent.
• ECDL

Responsibilities

• Manage outpatient clinic activity across services, including booking, rescheduling and cancellation of face-to-face, telephone and virtual appointments.
• Monitor pathways and waiting times, prioritising urgent cases and managing DNAs.
• Register and manage referrals using PAS and electronic referral systems.
• Provide professional, empathetic first point of contact for patients and colleagues.
• Maintain records management standards and support IT/system improvements.

Skills

Excellent communication skills

MS Office proficiency

Organisational skills

Confidentiality

Clerical support experience

Education

5 GCSE’s or equivalent

NVQ 3 in customer care and business administration or equivalent

ECDL

Tools

Meditech

PAS

Job description

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

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.

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.

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.
• 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.
• 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.
• 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.
• 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.
• 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

• 5 GCSE’s or equivalent
• NVQ 3 in customer care and business administration or equivalent experience in a clerical role
• ECDL
• NVQ 3 in customer care and business administration or equivalent experience in a clerical role

Experience

• Proven experience working in a clerical role
• Proven experience in a clerical role within the NHS
• Proven experience of staff management
• 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
• 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

• Good organisational skills
• Able to maintain a professional approach when working under pressure
• Be able to maintain confidentiality
• Ability to work flexibly
• Appropriately assertive
• Self‑motivated and enthusiastic

Posts advertised to ‘internal staff’ are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.

Note: Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.

Liverpool Women's NHS Foundation Trust has a responsibility and is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and for ensuring that they are protected from harm. Every employee of the Trust has a responsibility and is duty bound always to act in the best interest of a child or adult about whom we may have concerns.

Trust policy requires the cost of DBS applications be recovered via salary. The amount of £26.40 (standard) or £54.40 0(enhanced) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement in post.

The Trust is committed to creating a well‑managed,flexible working environment that supports staff & promotes welfare & development. We are committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We operate Zero Tolerance to aggression, violence, bullying and harassment. We will make reasonable adjustments to ensure our recruitment & selection process is accessible to all. Flexible Working applications will be considered.

If you are disabled and have special support needs in applying for a job, attending for an interview or in undertaking any tests as part of a selection process, please contact the Trust’s recruitment team on 0151 7064666 and someone from that team will ensure that the recruiting manager is aware of your particular needs. New entrants to the NHS will normally commence on the first paypoint of the relevant band.

LWH has a responsibility & is committed to safeguarding & promoting the welfare of children, young people & vulnerable adults & for ensuring that they are protected from harm. Every employee of the Trust has a responsibility & is duty bound always to act in the best interest of a child or adult about whom we may have concerns.

Liverpool Women’s Hospital is committed to having a workforce that is representative of the communities we serve. To this end, we particularly welcome applicants from racially minoritised backgrounds, who have a disability, or are members of the Armed Forces, Reservists or Veterans.