Administrative Officer

NHS; Sefton; On-site; GBP 24,000 - 27,000; Part time

Job summary

A prominent healthcare provider in the UK is seeking a Cardio-Respiratory Administration Assistant. This role involves co-ordinating patient admissions and providing an efficient, patient-focused service in a clinical setting. Ideal candidates should have clerical experience and strong communication skills. This permanent part-time position is based at Southport and Ormskirk Hospital, offering a salary between £24,937 to £26,598 per annum.

Qualifications

• Educated to GCSE level/NVQ Level 2 and/or equivalent qualification.
• Previous clerical experience.
• Able to deal with the public in person and via the telephone.

Responsibilities

• Book Diagnostic appointments using the PAS/CRIS & NHS e-referral system.
• Compiling and updating waiting lists for necessary diagnostics procedures.
• Dealing efficiently with telephone calls from patients and consultants.

Skills

Excellent communication skills

Time management skills

Word Processing Skills

Ability to manage difficult/sensitive situations

Self-motivated

Education

GCSE level/NVQ Level 2

NVQ 3 in Customer Care

Job description

Overview

To co-ordinate the admission/attendance of patients to the Cardio-Respiratory Department. To schedule procedures ensuring that an efficient, timely and patient-focused service is provided and the clinical needs of patients are met in accordance with the current operating framework and the NHS National Guidelines.

Main duties of the job

The Cardio-Respiratory Administration Assistants will provide an administrative / operational service for St Helens & Knowsley NHS Trust and other external Trusts. They will co-ordinate the admissions of patients to the Cardio-Respiratory Department and the Cardiac Diagnostic Centre at Whiston & St Helens hospitals for day case & out-patient procedures. To provide an efficient, timely and patient-focused service to the Trust in order to support a high standard of clinical care to the patients. To carry out clerical duties within the Departments in accordance with the relevant St Helens & Knowsley Hospital NHS Trust's Policies and Procedures.

About us

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.

Our services:

Acute Care

Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.

Primary Care

Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.

Community Services

Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.

Specialist Regional Services

We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.

Achievements:

• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme.

You will be expected to undertake the Trusts' commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.

Details

Date posted: 30 October 2025

Pay scheme: Agenda for Change

Band: Band 3

Salary: £24,937 to £26,598 a year per annum, pro rata

Contract: Permanent

Working pattern: Part-time

Reference number: 409-7557815

Job locations

Southport and Ormskirk Hospital

Town Lane Kew

Southport

PR8 6PN

Job responsibilities

KEY DUTIES

Book Diagnostic appointments using the PAS/CRIS & NHS e-referral system and identify the type of out-patient appointment required. Obtain relevant reports/information and request HRS/case notes. Update the PAS system and NHS e-referral with all information following patient referral triage with all special requirements. Responsible for organising patient attendance ensuring that the diagnostic investigations are scheduled appropriately for clinical needs. This will involve telephoning and booking appointments using a number of computerised systems. To compile and update waiting lists for necessary diagnostics procedures. Print off daily patient lists from Medway and CRIS. Print off referrals from the NHS e-referral system. Deal efficiently and effectively with telephone calls (patient, consultants, secretaries, diagnostic centre, GPs etc). Ensuring confidentiality is strictly maintained and complying with Data Protection Act. Contact patient to offer appointments that are convenient, agree and book date and arrange for letter and appropriate literature to be sent to the patient. Ensure that all patients are offered a choice of date and time for their admissions with reasonable notice within the relevant NHS maximum waiting times. Telephone patients with details of cancellations/admissions when required. Deal with resultant patient queries in a polite and courteous manner. (May occasionally deal with stressed or aggressive patients). Cancel and re-arrange admissions/attendance as and when needed (via ward, consultant, patients etc). Liaise with Team Leader and Administration Service Co-ordinator over late cancellations and arrange any back-filling if appropriate. Ensure all cancelled day case admissions or out-patient attendances (both patients and hospital initiated) and DNAs are followed up efficiently. Provide general advice and guidance to patients and relatives on admissions/attendance. Inform wards, secretaries, consultants and the diagnostic centre of all arranged attendances or any changes/cancellations. Recording, accessing and updating Patient Information on Medway system in a timely and accurate manner. Record National operation codes for all practices undergoing day case procedures on Medway. Participate in the reception rota for both S&O sites operational services, Diagnostic Centre are aware of patients attendance/admissions. Keep both electronic and paper diaries up to date. Liaise with ASC on a regular basis in order to manage waiting lists effectively whilst working within government guidelines (Access Targets). Adhere to all relevant national and local deadlines/targets. Request and check case sheets for any potential missed additions and highlight to Supervisor/Managers. Liaise with other hospitals both NHS and private. Liaise with all other staff clerical, secretarial, wards, diagnostic centre, GPs etc. Use computer software/systems Word, Excel, Medway, CRIS & ERS. Maintain a safe environment within the workplace whilst adhering to Health and Safety policy. Cover colleagues sickness/annual leave when necessary. Ensure all up to date Trust and Departmental policies and procedures are adhered to. Performing all ad-hoc clerical duties as required i.e. E-mail, photocopying, typing and telephone calls.

Person Specification

Qualifications

• Educated to GCSE level/NVQ Level 2 and/or equivalent qualification and/or experience
• NVQ 3 in Customer Care or equivalent knowledge through formal training and experience

Knowledge & Experience

• Previous clerical experience
• Able to deal with the public in person and via the telephone

Desirable

• Knowledge of medical terminology
• Previous NHS experience
• Experience of mentoring and training staff

Skills

• Word Processing Skills
• Self-motivated and able to work with limited supervision
• Able to use own initiative and respond to new challenges
• Manage/prioritise own workload
• Excellent communication skills
• Ability to accurately maintain computerised and manual systems
• Ability to relate effectively and communicate clearly and professionally at all levels
• Ability to manage difficult/sensitive situations
• Time management skills
• Excellent interpersonal and influencing skills
• Can work well under pressure, produce high quality work and remain calm in difficult situations
• Good communication skills and professional/ pleasant manner

Other Essential

• Ability to build and maintain good working relationships
• Ability to travel to various hospital locations by own car / assisted drive
• Able to work the hours and duties required by the post
• Comply with Trust policies and procedures

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name: Mersey and West Lancashire Teaching Hospitals NHS Trust

Address: Southport and Ormskirk Hospital, Town Lane Kew, Southport, PR8 6PN

Employer's website: https://www.merseywestlancs.nhs.uk/