Team Leader | Liverpool University Hospitals NHS Foundation Trust

Liverpool University Hospitals NHS Foundation Trust; Liverpool; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare organization in Liverpool is seeking an experienced administrator to manage the Admin and Clerical Team. You will ensure first-class administrative support for clinicians and service users, facilitate communication across departments, and uphold Trust policies. The ideal candidate has experience in an administrative role, strong communication skills, and a proactive approach to team management. This role requires a commitment to continuous improvement within the department.

Qualifications

• Experience in administrative roles, preferably in healthcare settings.
• Strong interpersonal skills and ability to work with diverse teams.
• Experience in managing staff and understanding of performance indicators.

Responsibilities

• Manage the Admin and Clerical Team across all service sites.
• Provide support to the Clinical Business Manager and Assistant Clinical Business Manager.
• Ensure timely communication with staff, patients, and clinicians.

Skills

Team management

Effective communication

Proactive attitude

Knowledge of Trust policies

Job description

Overview

To provide the Therapies Care Group with general administration support. The post holder will manage the Admin and Clerical Team across all service sites within Therapies to support the delivery of front‑of‑house reception and back‑of‑house administration, providing a first‑class service to Clinicians and Service users.

This post is open to employees of the five LAASP organisations. As part of your application, you will be asked to confirm that you are a current employee of The Clatterbridge Centre, Liverpool Heart and Chest Hospital, Liverpool University Hospitals, Liverpool Women’s Hospital or The Walton Centre.

Responsibilities

• Provide a first‑class service to Clinicians and Service users within the Therapies Care Group.
• Ensure that patient referrals are entered and outpatient appointments are made in a timely manner within local and national targets, liaising with relevant clinical and managerial colleagues to address issues as appropriate.
• Ensure all clinic outcome information is recorded on relevant information systems in a timely manner.
• Ensure all referrals received are accompanied by all relevant information to support effective and efficient clinical triage.
• Work collaboratively with other professionals and agencies to ensure patient needs are met in relation to service provision.
• Ensure outpatient clinic templates are built, amended, published and used appropriately to support service provision as required.
• Provide general administration support to the Clinical Business Manager and Assistant Clinical Business Manager as required.
• Co‑ordinate activities including meetings and training programmes as required.
• Assist the Clinical Business Manager and Assistant Clinical Business Manager when responding to complaints and incidents in accordance with Trust policies.
• Act as first point of contact for Therapies staff for admin/clerical matters.
• Take or transcribe formal minutes or arrange for it as required.
• Maintain own training and development needs.
• Ensure all team members have development reviews and that issues of poor competence are addressed.
• Ensure all team members have identified development needs and a development plan.
• Ensure all team members are suitably trained to use Trust systems to fulfil their duties.
• Ensure own compliance and compliance of others with regard to mandatory training, maintaining records of training and development undertaken.
• Promote a culture of continuous learning and personal development for all staff.
• Liaise and build effective working relationships with the CBU Information Officer, CBU Workforce Admin Officer, CBU Clinical Leads and the Deputy Clinical Business Manager.
• Liaise with external agencies and other departments as required, e.g. Orthopaedics, Rheumatology, Patient Choice.
• Communicate with staff at all levels within the CBU.
• Ensure timely and appropriate communication with patients, carers/relatives, clinicians and staff.
• Manage the Admin and Clerical Team on a day‑to‑day basis, including first level grievances, discipline, appraisals and allocation of work.
• Motivate the Admin and Clerical Team regarding personal development and the tasks at hand.
• Co‑ordinate annual leave, sickness cover and relevant staffing levels at all relevant Trust sites ensuring appropriate clerical cover.
• Co‑ordinate the booking of patient appointments in a timely manner.
• Ensure patient referrals and waiting lists are validated.
• Ensure clinic preparation is conducted in an organised and timely manner.
• Support the development of a culture within the department that promotes equality and diversity.
• Ensure staff are well informed when introducing change within the department.
• Ensure all staff adhere to Trust policies.
• Take a proactive approach to ensure that services are continually improving.
• Assist in recruitment and retention of staff.
• Assist the Assistant Clinical Business Manager to ensure that financial balance is maintained and there is efficient use of physical and financial resources.
• Monitor and evaluate health, safety and security of self and others and implement best practice.
• Act as delegated budget holder for office equipment and stationery, ordering and controlling stock levels.
• Act on concerns reported by team members or service users.
• Ensure compliance with policies, procedures and clinical guidelines.
• Propose changes to policies and services and discuss proposals for implementation of change with the Assistant Clinical Business Manager.
• Monitor achievement against performance indicators, be responsible for benchmarking and audit within the working environment.
• Promote an environment and culture which improves health safety and security.
• Ensure the confidentiality of all recorded information in accordance with relevant legislation and Trust policy.
• Use Datix to report and manage incidents as required.
• Provide administrative cover within the Therapies Care Group as required.
• Check and process agency and supplies invoices as required.
• Undertake and support project, survey and audit work as required for the service.
• Lead on specific projects relating to the role, e.g. Admin & Clerical or Outpatient Clinic Management Procedure issues.
• Work on any Trust site as directed by the CBM or ACBM.

This advert closes on Monday 15 Dec 2025.