We are seeking an enthusiastic, hardworking and motivated administrative assistant with excellent communication, organisational, time management and attention to detail skills to join our existing Admin Team to support Treatment Rooms, District Nurses, Phlebotomy and Community Matrons within St Helens and Knowsley Hospital Trust.
The post will be based at St Helens Hospital with a need to be flexible to work at different locations if needed. You will be working in a busy environment and closely with the remainder of the Admin Team. Communication and customer care is key is this team. The post will be varied and a great opportunity to gain new skills and enhance your knowledge and experience by working within varies settings.
A flexible approach to day to day tasks is essential, in order to meet the changing demands of the service. Our philosophy is to keep the patient at the heart of everything we do. We look for people who are willing to go the extra mile, not because they are asked to, but because they are committed to being part of a healthcare team that delivers an excellent caring service to our patients.
Please note, this vacancy may close early if a sufficient number of applications have been received.
To provide a comprehensive administrative service to staff and patients.
To be confident, competent and efficient working on a computer.
Ensuring all the workload is effectively and efficiently processed including ad hoc office duties.
To complete all clinic related and documentation and data input.
Ensure cross cover working where appropriate. A ‘Buddy’ system is in place to cover colleagues workload when on annual leave etc
To be responsible for own workload on a day to day basis.
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1stJuly we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
• CARE that is evidence based, high quality and compassionate
• SAFETY that is of the highest standards
• COMMUNICATION that is open, inclusive and respectful
• SYSTEMS that are efficient, patient centred and reliable
• PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
• Trust rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.
KEY DUTIES
Act as first point of contact for all telephone and reception enquiries, ensuring that messages are forwarded to the appropriate persons and visitors are welcomed to the department.
Provide an effective administrative service to support the team, including photocopying, data inputting and typing.
Effective liaison with multi-disciplinary staff/patients/carers/outside agencies, including dealing with appointment/service enquiries. To ensure communication is accurate, sensitive, complex and confidential and accurate information is communicated as and when required.
Adhere to relevant Code of Practice of Professional body
It should be included for majority of staff even those not associated with a professional body as they will have to adhere o the standards expected by their profession ie an Finance Clerk would be expected to adhere to certain requirements governing finance legislation.
Responsibility, in conjunction with other administrative staff, for arranging clinics, booking appointments and associated data entry including the retrieval and maintenance of patient records.
Ensure appropriate records are maintained as directed by Line Manager. In line with Trust Policies and Procedures
Contribute to the producing and sending of appointments and giving appropriate patient information/advice.
To register patient referrals for the service on appropriate systems following the service referral pathway.
To contribute to the maintenance of waiting lists, ensuring that appropriate appointments are scheduled / allocated to patients as directed, in line with service procedures by your line manager or clinician.
To work in a flexible manner when cover is required, to support and maintain service delivery.
Contribute to the processing of all incoming and outgoing mail.
Participate in the provision of cover and Support and maintain service delivery borough wide
Participate in serious untoward incident investigations/reviews as required. Support individual's equality, diversity and rights.
Participate in patient and public involvement activities.
Contribute towards service improvement initiatives to enhance quality of patient care.
Provide information and support to service users/carers as appropriate.
Contribute to the continued improvement and quality of the Administration Support Service.
Recognise and respond appropriately to urgent and emergency situations.
Report any concern regarding patient care to line manager.
ADMINISTRATIVE RESPONSIBILITIES
To undertake any other delegated duties as appropriate and commensurate with the Contribute to the ordering of stationery supplies and associated procedures.
Contribute to the effective and efficient use of resources.
To undertake any other delegated duties as appropriate and commensurate with the post.
TEACHING & TRAINING RESPONSBILITIES
Provide evidence to support development around the Trust Appraisal system or other competency profiles.
Participate in regular supervision, engage in reflective practice and be committed to continued development.
Develop own skills and knowledge and contribute to the development of others.
All Trust staff will comply with financial processes and procedures
RESEARCH & AUDIT
Participate in appropriate audit, quality assurance programmes and research as directed.
GENERAL DUTIES
To observe the provisions of and adhere to all Trust policies and procedures.
To actively participate in the annual performance review to identify personal development needs
To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement Mersey and West Lancashire Hospitals NHS Hospitals Trust “Statement of Policy on Health and Safety at Work” and the Trust corporate “Health and Safety Policies and Procedures”. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
All staff will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment. All staff therefore who come into contact with children, young people and vulnerable adults have a responsibility to ensure they are trained and competent to be alert to potential indicators of abuse or neglect and know how to act on their concerns in line with the policies and procedures of Mersey and West Lancashire Teaching Hospital NHS Trust.
To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous
In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal.
To adhere to relevant Code of Practice of Professional body (if appropriate)
The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trust’s continued organisational development.
To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or thewww.gov.ukwebsite. Hard copies are available from the HR Department on request.
The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.
This advert closes on Tuesday 7 May 2024
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