Knowsley Admin Assistant
Liverpool Heart and Chest Hospital NHS Foundation Trust
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Job summary
Liverpool Heart and Chest Hospital NHS Foundation Trust is seeking an Administrative Assistant to deliver clerical support across services. You will handle enquiries, schedule appointments, and maintain patient records using PAS and EMIS Web, supporting a multidisciplinary team.
The role requires strong organisation, communication, and accuracy. Working hours are 37.5 per week with shifts including weekends/bank holidays, based in Liverpool.
Qualifications
- Minimum 5-GCSEs or equivalent including English and Maths.
- Full UK driving licence with access to vehicle.
- Typewriting or word processing qualification.
- Experience in admin roles within NHS or healthcare settings.
- Experience dealing with the general public.
- Experience of RTT and KPI processes.
Responsibilities
- Provide comprehensive administrative booking and scheduling for Knowsley Community Services.
- Provide clerical and administrative support to multidisciplinary team.
- Process referrals and schedule appointments in line with KPI and RTT targets.
- Maintain confidentiality and handle patient data in line with Data Protection Act.
- Handle calls, messages and coordinate with clinical teams to ensure continuity of care.
- Register and update patient demographics on PAS and EMIS Web.
Skills
Education
Tools
Job description
Main area Administration Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Weekends and Bank Holidays are to be covered.) Job ref 410-MED-8300192
Employer Liverpool Heart & Chest Hospital NHS Foundation Trust Employer type NHS Site Liverpool Heart and Chest Hospital Town Liverpool Salary £25,760 - £27,476 per annum Salary period Yearly Closing 28/09/2026 23:59
As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to bethe best cardiothoracic integrated healthcare organisation'.
We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine including adult cystic fibrosis and diagnostic imaging, both in the hospital and out in the community.
We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics.
Heart and lung disease continue to be amongst the biggest killers in the UK and the communities we serve are marked by increased prevalence of cardiovascular disease, higher levels of heart failure, hypertension, coronary artery disease and an ageing population.
Our reputation for strong performance is important in delivering thebest carefor our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and facilitated by technology. New and upgraded clinical areas are designed with patients and families fully involved to deliver their needs.
As part of our long term plan, we aim to form strong clinical and organisational relationships where possible. There is clear evidence that partnerships improve patient care and enhance quality and we aim to collaborate with a range of other providers and professionals with the aimto extending access and improve quality.
Our vision is underpinned by five strategic goals:
- Quality:to deliver the highest quality, safest and best experience for patients and their families by providing reliable care
- Service and Innovation:to develop our service portfolio for patients by developing innovative models of care
- Value:to maintain financial viability, enhance service delivery and develop new models of care to improve the health of our patients and safely reduce costs
- Workforce:to be the best NHS Employer by 2019 by attracting and retaining the best staff to deliver excellent patient care
- Stakeholders:to develop productive relationships with key stakeholders in order to enhance our profile and reputation.
Our Mission
“Excellent, Compassionate and Safe care for every patient, every day”
The administrative assistant will be responsible for providing clerical and administrative support for the service. Working as part of the multidisciplinary team they will be a direct point of contact for patients, provide call handling services, schedule appointments and coordinate various clinical workstreams over various patient administration systems. The role will require a flexible working approach to cover hub-based and community clinic-based activity 7-days per week, 365 days per year, Over the hours of 8am – 8pm.
To provide comprehensive, high quality and efficient administrative booking and scheduling for Knowsley Community Service patients.
To provide clerical and administrative support to all members of the multidisciplinary team.
To ensure referrals are processed and appointments are scheduled in accordance with locally commissioned KPI and national RTT targets.
The post holder will follow service processes and operational guidelines to ensure patients receive continuity of care through clear and timely communication.
As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to be the best cardiothoracic integrated healthcare organisation'.
We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine both in the hospital and out in the community.
We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics.
Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and our encouragement of flexible working in a variety of forms.
KEY DAY-TO-DAY RESPONSIBILITES
To provide administrative support to Knowsley Community Services within the administration hub and off-site within the Primary Care Resource Centres (PCRC).
Receive and process inbound referrals in accordance with locally commissioned KPI and national RTT targets.
Prepare clinic sessions and documentation required by clinical / technical staff.
Liaise with community venue reception staff when working within PCRC setting.
Welcome patients and direct to appropriate clinician when working within PCRC setting.
Transcription typing from dictation for all clinic letters, discharge summaries, medical reports, and general correspondence for primary service and assist with typing for other service lines as required.
Instruct and support patients to complete patient satisfaction surveys.
Update patient demographics, attendance status and RTT pathway on hospital electronic patient administration systems (PAS and EMIS Web).
Record telephone contacts and complete administrative templates in the electronic patient record systems.
Schedule follow-up appointments as requested by clinical teams and ensure patients are notified of appointments.
To maintain confidentiality in respect of all patient and staff information in line with Data Protection Act.
To deal with all calls, enquiries and messages in a professional manner, relaying messages to the wider team and taking appropriate action.
Search and obtain test results or documentation as requested by the clinical teams.
Cash up clinic activity at the end of the clinic session.
Send emails and tasks as requested by the clinical teams.
Photocopy, scan or print documentation as required.
Make telephone enquiries to patients, relatives and colleagues as required.
To book appointments in accordance with trust and community guidelines.
To receive and process incoming and outgoing direct and electronic mail.
To attend and minute service meetings as requested.
Manage and prioritise own workload.
Work as an effective team member, demonstrate good personal communication skills and actively promote excellent team and interdisciplinary relationships.
Monitor and action EMIS tasks in a timely manner.
GENERAL RESPONSIBILITIES
To ensure efficient running of office, holding accountability for monitoring and ordering stationery, maintenance of office equipment and reporting any concerns appropriately.
To record compliments and/or complaints, reporting any complaints to KCS Admin Hub Manager.
The post holder will be expected to carry out any other duties, as required, commensurate with their pay band.
To work with community and wider teams to ensure a coordinated approach is provided for service delivery.
The post holder will be required to facilitate and support new starters to carry out their role.
Ensure that that all patients with a planned admission are dealt with in a timely fashion, inputting patient data and arranging a TCI date as appropriate by liaising with other health professionals/ hospitals/secretaries as required.
- Minimum 5-GCSEs or equivalent Grace C or above including English and Maths
- Full UK driving licence with access to vehicle
- Typewriting or word processing qualification
- Previous experience of working in an admin role
- Experience in dealing with the general public
- Previous NHS experience
- Experience of RTT and KPI processes
- Excellent interpersonal, communication and organisational skills
- Experience of using IT systems and software
- High degree of accuracy and attention to detail
- Ability to handle confidential matters in a sensitive manner
- Ability to work under pressure and to deadlines
- Advanced typing skills with speed and accuracy
- Able to work both as a member of the team and on own initiative
- Ability to prioritise and plan activities and tasks
- Experience of working with databases
- Experience of using Patient Administration System
- Experience of using Microsoft systems such as Excel, Word etc
- Ability to adhere to Trust Values and Behaviours
- Ability to be flexible and reliable
- Ability to remain calm, polite and tactful
- Ability to maintain confidentiality at all times particularly in relation to patient-identifiable and personal data / information
- Commitment to continued personal and educational development
- Enthusiastic and motivated
All applicants will be contacted and informed by email whether they were successfully shortlisted for interview.
As part of you pre-employment checks we will be required to obtain satisfactory references. We require at least one written reference from your current or most recent employer. We are only able to accept references from a professional work email address.
Employers are expected to implement the Care Certificate for all applicable new starters from April 2015. The Care Certificate aims to equip health and social care support workers with the knowledge and skills which they need to provide safe, compassionate care. We expect all new starters in clinical, patient facing posts (bands 1-4) to complete all 15 standards of the Care Certificate, within their first 6 months with the Trust.
Flexible Working applications will be considered in line the Trusts flexible working policies.
The Trust is a no-smoking site.
Please note UKVI guidelines prohibits sponsorship for all Band 2 and 3 posts. Guidelines state that many other posts are also not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine whether you would be eligible for sponsorship if you were to gain a conditional offer for this role.
If you are a Skilled Worker/ Health and Care visa applicant and you are coming to work in an occupation defined by the relevant Standard Occupational Classification (SOC) code, you will be required to provide a criminal record certificate from any country you have lived in for 12 months or more in the last 10 years, this is also applicable for your adult dependants.
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.
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