Administrative Officer

Mersey and West Lancashire Teaching Hospitals NHS Trust; Sefton; On-site; GBP 24,000 - 28,000; Full time

Job summary

A regional healthcare provider is seeking an Administration Assistant to coordinate patient admissions in the Cardio-Respiratory Department. Responsibilities include booking appointments, managing waiting lists, and ensuring patients receive timely care while maintaining confidentiality. Ideal candidates should have experience in administrative roles and strong communication skills. Flexible working options are available.

Benefits

Flexible working

Pension scheme

Annual leave of 27 days

NHS discounts

Health and Wellbeing programme

Qualifications

• Experience working with patient management systems.
• Ability to handle confidential information.
• Strong verbal and written communication skills.

Responsibilities

• Co-ordinate patient admissions for diagnostic procedures.
• Book appointments and manage waiting lists.
• Communicate effectively with patients and medical staff.

Skills

Coordination

Organizational skills

Communication

Confidentiality

Patient interaction

Education

Experience in an administrative role

Tools

Medway

CRIS

NHS e-referral system

Microsoft Word

Microsoft Excel

Job description

Overview

To co‑ordinate the admission/attendance of patients to the Cardio‑Respiratory Department and the Cardiac Diagnostic Centre at Whiston & St Helens hospitals for day‑case and out‑patient procedures. To schedule procedures ensuring that an efficient, timely and patient‑focussed service is provided and the clinical needs of patients are met in accordance with the current operating framework and the NHS National Guidelines. The Cardio‑Respiratory Administration Assistants will provide an administrative/operational service for St Helens & Knowsley NHS Trust and other external Trusts.

Responsibilities

• 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.
• Organise 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.
• 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, GP's, etc). Ensuring confidentiality is strictly maintained and complying with the Data Protection Act.
• Contact patients 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 and deal with resultant 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.
• Record, access and update 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; keep both electronic and paper diaries up to date.
• Liaise with ASC on a regular basis 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, GP's, 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 colleague's sickness/annual leave when necessary.
• Ensure all Trust and Departmental policies and procedures are adhered to.
• Perform all ad‑hoc clerical duties as required (e‑mail, photocopying, typing and telephone calls).

Equality, Diversity, and Inclusion

Equality, Diversity, and Inclusion We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under‑represented groups. As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job. If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [email protected] We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job.

Additional Information

The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision‑making process. The equality monitoring information you provide is used to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.

Benefits and Working Conditions

Flexible working – All employees have the right to request flexible working from day one of employment and there is no limit on the number of requests they can make. At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to discuss flexible working options at interview stage.
Staff recognition, pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata), NHS discounts and a Staff Health and Wellbeing programme are also available.