Clerical Administrator

Merseywestlancs; St Helens; Remote; GBP 21,000 - 25,000; Part time

Job summary

Mersey and West Lancashire NHS Trust in St Helens is seeking a Clerical Administrator (Band 2) to join the Urology Unit. You will support outpatient clinics and provide a comprehensive administrative service to the clinical team, helping ensure a smooth patient journey.

The role requires good organisational and IT skills, proficiency with Microsoft Office, and the ability to work independently or as part of a team.

Qualifications

• Strong administrative and organisational skills.
• Proficient in Microsoft Office and IT systems.
• Able to prioritise workload and meet deadlines.
• Experience with medical terminology.
• NHS experience preferred.

Responsibilities

• Prepare clinic paperwork and ensure records are available for clinics.
• Manage telephone enquiries and provide professional service.
• File, scan and maintain accurate records.
• Process incoming and outgoing post.
• Provide general administrative support to the clinical team.
• Support day-to-day organisation of clinics and office duties.

Skills

Administrative skills

Microsoft Office

IT systems

Communication

Teamwork

Education

Word Processing Skills

Knowledge of medical terminology

RSA / OCR II or equivalent experience

Tools

SBS

Job description

We want talented and enthusiastic people from all backgrounds to join #TeamMWL, with us you can learn, grow and develop yourself and your career, realising your true ambitions and aspirations.

Whatever you’re looking for in your career, you’ll find it here at MWL.

Job overview

Clerical Administrator – Band 2

Location: St Helens Hospital – Urology Suite
Contract: Permanent
Hours: 30.5 hours per week

Monday – Thursday 09:00 – 3:30pm
Friday – 09:00 – 4:00pm

About the role

An exciting opportunity has arisen for a motivated and organised individual to join the Urology Unit at St Helens Hospital as a Clerical Administrator.

You will play a key role in supporting the smooth running of outpatient clinics, providing a comprehensive administrative service to the clinical team and ensuring an efficient patient experience.

The JD & PS are currently under AfC review and are subject to change.

Main duties of the job

Main duties of the job

The role will involve:

• Preparing clinic paperwork and ensuring records are available for clinics
• Managing telephone enquiries, providing a professional and courteous service to patients and staff
• Filing, scanning and maintaining accurate records
• Processing incoming and outgoing post
• Providing general administrative support to the clinical team
• Supporting the day-to-day organisation of clinics and office duties

About you

We are looking for individuals who are:

• Well organised with strong administrative skills
• Confident in using IT systems and Microsoft Office
• Able to prioritise workload and work to deadlines
• Excellent communicators with a professional and empathetic approach
• Able to work both independently and as part of a team

Working for us

You will be part of a supportive team within a busy Urology service, where your contribution will directly support patient care and service delivery.

Working for our organisation

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.

Detailed job description and main responsibilities

Type dictation from audio transcription of clinical correspondence and documentation.
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

Our Values

• We are Kind
• We are Kind
• We are Inclusive

Qualifications

• Word Processing Skills
• Knowledge of medical terminology
• RSA / OCR II or equivalent experience

Experience

• Excellent IT skills with knowledge and experience of Microsoft office products
• Experience of office procedures
• Previous experience within the NHS

Skills

• Self motivated and able to work with limited supervisions
• Able to use own initiative and manage/prioritise own workload
• Ability to accurately maintain computerised and manual filing/documentation system
• Ability to work as part of a team
• Knowledge of internal hospital PAS

Other

• Able to work the hours and duties required by the post
• Able to adopt flexible approach when required
• Comply with Trust policies and procedures
• Understanding of confidential nature of role and awareness of Data Protection Act

Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.

Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.

The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.

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 (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [e-mail]

We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

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.

eVisa Update

For successful candidates on selected work and study visa routes, who have completed and paid for their applications will no longer receive a visa vignette in passport as evidence of their permission to enter the UK.

Instead, you will be issued with an eVisa only, which is accessed by creating a UKVI account.

Before travelling to the UK, we advise applicants to:

• Understand how to generate an eVisa share code

Disclosure and Barring Service Check

If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.

Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.

If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.

Flexible Working

We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:

• All employees have the right to request flexible working from day one of employment.
• There is no limit on the number of requests they can make.
• Employees have the right to make requests, have them considered, regardless of the reason.

At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.

Working for Team MWL

Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website.

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

You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

The Trust will not accept applications which are found to be AI generated and will check all applications against AI detection software.

Additional Information

Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here .

An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.

Good luck with your application. We hope to welcome you to Team MWL very soon.