Secretary/Administrator

NHS; St Helens; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading NHS Trust is seeking an experienced Secretary/Administrator to join their Community Developmental Paediatrics team in St Helens. This full-time position involves managing administrative tasks, liaising with health professionals, and providing secretarial support to ensure efficient service delivery. Ideal candidates will possess strong organizational skills, effective communication capabilities, and familiarity with NHS operations.

Qualifications

• Experienced in administration and secretarial procedures.
• Ability to prioritize workload and meet deadlines.
• Understanding of NHS operations and internal policies.

Responsibilities

• Provide secretarial and administrative support for health professionals.
• Manage enquiries and correspondence for the service.
• Oversee clerical work, allocating duties to team members.

Skills

Communication

Time Management

Problem Solving

Interpersonal Skills

Numerical Skills

Education

GCSE level in English and Mathematics

RSA III typewriting / word processing

ECDL

Shorthand qualification

Tools

Microsoft Office

Graphics Software

Job description

Go back Mersey and West Lancashire Teaching Hospitals NHS Trust

Secretary/Administrator

The closing date is 07 July 2025

The position is located at the Millennium Centre, St Helens with Community Developmental Paediatrics team. The post requires a highly experienced administrator to manage a fast paced environment to meet deadlines and complete quarterly reports for submission to the trust and external agencies.

The post is full time 37.5 hour - Monday - Friday 9-5

Main duties of the job

To organise, provide and be responsible for secretarial and administrative support to health professionals within the department including external NHS agencies for Children in Care services, working with the locality and safeguarding teams.

To provide the first point of contact for all enquiries to the service from Children in Care agencies, being a point of contact for all queries, via email/telephone for the service and keeping appropriate staff/ agencies informed and meeting deadlines.

To undertake office duties, processing of incoming referrals as per organisational policy, recording and processing these using system1 data base.

To oversee the administration of the clerical work of the department, allocating routine duties to others in the team e.g. the booking and sending of appointments, re-organising cancelled appointments, organising referral lists with knowledge of priority level as issued by the team lead.

To ensure all correspondence for the service is typed, allocated to clinicians, or filed as required.

To ensure business continuity and support the function of the St Helens Community Paediatric and Children in care team, there will be a requirement to assist with any Children in care administrative duties as required.

To type dictation from audio transcription of detailed, lengthy patient reports, school review reports, letters, Education health and care plans, safeguarding reports, memos and minutes and to design and format tables, forms and certificates as requested.

About us

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 Centrelocatedin 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

Job responsibilities

Please ensure you have read through the attached Job Description and Person Specification before submitting your application.

Advertising date: 24th June 2025

Closing date: 7th July 2025

Shortlisting date: 8th July 2025

Proposed Interview date: TBC

Please note, this post may close earlier than advertised if a sufficient number of applications are received.

Person Specification

Qualifications

• Educated to GCSE level in English and Mathematics and/or equivalent qualification or experience
• RSA III typewriting / word processing skills and/or equivalent qualification or equivalent experience
• ECDL and/or equivalent qualification or experience
• Shorthand qualification and/or equivalent qualification or experience

Knowledge & Experience

• Comprehensive understanding of a range of administration / secretarial procedures
• Experience in preparing for meetings
• Microsoft Office software
• Ability to work as part of a team
• Understanding of Trust Internal Policies as appropriate
• Experience of working within NHS
• Experience using graphics software

Skills

• Ability to communicate effectively at all levels
• Ability to manage / prioritise workload and work to strict deadlines
• Capability to adapt to new and unexpected situations
• Ability to accurately maintain computerised and manual filing / documentation systems
• Ability to use own initiative and work independently
• Excellent time management and problem-solving skills
• Excellent interpersonal skills
• Good numerical skills for compilation of statistics

Other

• Willing to undertake further training as required
• Comply with Trust policies and procedures at all times
• Understanding of confidential nature of role and awareness of GDPR
• The ability to travel independently across the Trust
• The ability to work flexibly in accordance with service needs, which may include some Saturday working

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 name

Mersey and West Lancashire Teaching Hospitals NHS Trust