Gastro Co-Ordinator

Merseywestlancs; Knowsley; Remote; GBP 28,000 - 31,000; Full time

Job summary

Mersey and West Lancashire Teaching Hospitals NHS Trust is seeking a Gastroenterology Co-Ordinator to join #TeamMWL. You will provide a comprehensive administrative service to the Gastroenterology Team, dealing with confidential administrative / secretarial duties and liaising with external bodies, clinical, nursing and management teams.

The role requires coordinating annual leave, sickness and study leave, managing outpatient templates, recording absence on the ESR system and supporting

Responsibilities

• To co-ordinate the booking of annual leave, sickness and study leave with the Gastro Specialist Nursing and Consultant team and to manage accordingly.
• To ensure the outpatient and endoscopy outpatient templates are utilised to maximum capacity, adjust, direct and manage as necessary with booking teams, liaising with the Directorate Manager where necessary.
• Recording of sickness/absence, annual leave and special leave on the ESR system.
• Support maintenance of annual leave and sickness records for Specialist Nurses and Medical staff as required by the Directorate Manager.

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.

Main area Administration Grade NHS AfC: Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday-Friday) Job ref 409-8324517

Site Whiston Hospital Town Prescot Salary £28,392 - £31,157 per annum Salary period Yearly Closing 27/10/2026 23:59

Job overview

An exciting opportunity has arisen for a Gastroenterology Co-Ordinator to join our team!

The successful applicant will provide a comprehensive administrative service dealing in confidential administrative / secretarial service to the Gastroenterology Team:necessitating contact with external bodies, clinical, nursing, management, executive and clerical staff.

Dealing effectively and efficiently with processing of daily workloads and ad hoc office duties. Ensure cross cover working where appropriate.

Main duties of the job

• To co-ordinate the booking of annual leave, sickness and study leave with the Gastro Specialist Nursing and Consultant team and to manage accordingly.
• To ensure the outpatient and endoscopy outpatient templates are utilised to maximum capacity, adjust, direct and manage as necessary with booking teams, liaising with the Directorate Manager where necessary.
• Recording of sickness/absence, annual leave and special leave on the ESR system.
• Support maintenance of annual leave and sickness records for Specialist Nurses and Medical staff as required by the Directorate Manager.

Working for our organisation

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.

We strongly believe that the communities we serve should all have access to Five Star Patient Care.

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, freeing up space for more unwell patients. 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

KEY DUTIES

• To co-ordinate the booking of annual leave, sickness and study leave with the Gastro Specialist Nursing and Consultant team and to manage accordingly.
• To ensure the outpatient and endoscopy outpatient templates are utilised to maximum capacity, adjust, direct and manage as necessary with booking teams, liaising with the Directorate Manager where necessary.
• Recording of sickness/absence, annual leave and special leave on the ESR system.
• Support maintenance of annual leave and sickness records for Specialist Nurses and Medical staff as required by the Directorate Manager.
• Co-ordinate and monitor compliance with mandatory training and appraisal activity for the Gastro Specialist Nursing and Consultant team and reporting compliance.
• To undertake tasks delegated by the Consultants and Directorate Manager to assist in meeting activity targets and delivering Key Performance Indicators, ensuring deadlines are met.
• Accurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct and ensure all nurse led activity is recorded.
• Inputting and monitoring of databases for National Inflammatory Bowel Disease and Liver services in liaison with Specialist Nurses and lead Consultants. Escalating management issues to the Directorate Manager.
• Supporting and co-ordinating where necessary the administration required to maintain JAG accreditation with Clinical and Managerial leads in Medical Care.
• Work collaboratively with other members of the Senior Management Administrative and Clerical Team to ensure that the department runs effectively at all times.
• Respond to requests for information from service users and others who call the department, in person or by telephone, with tact and sensitivity. Give appropriate non-clinical advice and deal with any concerns, escalating when and if appropriate.
• Maintain accurate and efficient records, manage filing and bring forward systems. Suggest and implement new and improved systems and ways of working where this will improve efficiency and effectiveness.
• Deal effectively with mail, e-mails, telephone enquiries and facsimiles both internal and external of the Trust, communicating all relevant information to the team as appropriate.
• Plan, organize, attend meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance.
• To produce and circulate rota’s as requested by the Gastro Team, including liaising with all levels of staff, internally and externally.
• Be proactive in managing sickness/absence, annual leave to ensure all lists are fully covered and populated accordingly.
• Search the intranet and internet for particular policies and guidelines as requested by the Gastro Team.
• To check quality documentation completed in clinical administration support. Audit reports bi-monthly against KPI’s.
• 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.
• Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
• Taking minutes of meetings and circulating to relevant groups.
• Obtain information requested by Administration Services Co-Ordinator. Organise and order stationary items as appropriate.
• 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 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 Trust’s 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.

Person specification

Our Values

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

Qualifications

• GSCE Standard or Higher
• RSA / OCR III or equivalent Word Processing Skills
• RSA / OCR III or equivalent Audio-typing Skills
• Knowledge of Medical Terminology
• Shorthand skills

Knowledge / Experience

• Microsoft Office Experience ( Microsoft Access & Excel )
• Ability to work as part of a team
• Significant experience in a similar role or equivalent knowledge
• Self-motivated and able to work with limited supervision
• Ability to use own initiative and work independently
• Manage / prioritise own workload
• Ability to maintain control of sensitive/stressful situations
• Ability to accurately maintain computerised and manual filing systems and documentation.
• Ability to supervise and motivate a team

Skills

• Able to work the hours and undertake duties required
• Ability to build and maintain good working relationships
• Comply with Trust policies and procedures at all times

Other

• Ability and willingness to undergo further training for the post
• Maintain confidentiality at all times
• Ability to travel across hospital sites when required

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.

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.

The equality monitoring information you provide is used in the following situations: 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.

Certificate of Sponsorship

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please check your eligibility before applying for this post as we may be unable to provide sponsorship.

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.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.