Job summary Full Time and Part Time positions available. Candidates are expected to be available to work at both Whiston Hospital and St Helens Hospital We are looking to appoint a Clerical Administrator to provide a comprehensive administration service to the Clinical Support Services division based at Whiston and St Helens Hospitals. We are looking for an enthusiastic, committed person who can work both as an individual and as part of a team with a flexible approach to duties. The successful candidate will be of a pleasant disposition, have excellent interpersonal skills, exceptional attention to detail, and a friendly telephone manner as the successful candidate will be expected to liaise with staff and direct calls as required. The ideal candidate will have experience of using Microsoft Office software, a good understanding of IT packages and knowledge of the Careflow system is desirable, although full training will be given. There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own initiative. Previous experience in a similar role is desirable, but full training will be given. Main duties of the job Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Ensure appropriate follow up arrangements/investigations are in place. Liaise with relevant Medical Secretary of Specialty accordingly. Ensure any actions required regarding 18 week / tertiary referrals are dealt with and actioned. Ensure all letters and discharge summaries are copied to the appropriate professionals and other agencies. Ensure all outgoing post is sent out within 24 hours of signing. (inclusive of out of area GP letters) Ensure all action reports are completed daily and all letters / attachments sent out the same day Carry out all stock ordering for speciality areas and completion on SBS Assist the Directorate in providing quality administrative support to the clinical teams. Accurate and timely input of data onto information databases. Filing of test results appropriately in a timely manner. Photocopying, general housekeeping of the office environment. 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 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 Date posted 15 January 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year pro rata, per annum Contract Permanent Working pattern Full-time, Part-time Reference number 409-6819312 Job locations Whiston Hospital Warrington Road Prescot L35 5DR Job description Job responsibilities Duties and Responsibilities Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Ensure appropriate follow up arrangements/investigations are in place. Liaise with relevant Medical Secretary of Specialty accordingly. Ensure any actions required regarding 18 week / tertiary referrals are dealt with and actioned. Ensure all letters and discharge summaries are copied to the appropriate professionals and other agencies. Ensure all outgoing post is sent out within 24 hours of signing. (inclusive of out of area GP letters) Ensure all action reports are completed daily and all letters / attachments sent out the same day Carry out all stock ordering for speciality areas and completion on SBS Assist the Directorate in providing quality administrative support to the clinical teams. Accurate and timely input of data onto information databases. Filing of test results appropriately in a timely manner. Photocopying/faxing, general housekeeping of the office environment. Follow all Standard Operating Procedures for the area in which you work Assist with collection of clinical data for audit and disseminate information to teams. Attend appropriate training, meetings and education sessions at the request of manager. Work with managers and administrative staff to review working practices, ways of working and find solutions to problems. Work with Team Leaders/Administration Service Mangers to improve quality and range of services, with resources being managed according to agreed policies and priorities. Additional Requirements Follow risk management procedures at all times including the identification, assessment and management of risk within the division. To abide by all Trust policies and procedures. To be responsible for own professional/personal development, including participating in ongoing appraisal and personal development planning. Any other ad hoc duties to ensure the smooth running of the department. 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 Trusts 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. WELLBEING Mersey and West Lancashire Teaching Hospitals NHS Trust is committed to supporting and prioritising the wellbeing of our workforce through a range of dedicated services. The Trust's Health, Work and Wellbeing department offers comprehensive support, including the Wellbeing Hub, which provides 1:1 appointments, group sessions, events, and bespoke support for teams and departments. Each department has a Wellbeing Champion who actively promotes staff welfare. Wellbeing Champion organises regular Wellbeing Events, which staff are encouraged to attend. Additionally, the Trust runs a 24/7 Employee Assistance Programme, providing free and confidential support for any issues staff may face. We are dedicated to fostering a supportive environment for all our colleagues, particularly in the face of challenges. We strive to maintain an open culture where staff feel comfortable seeking help and know they will be met with understanding and compassion. Colleagues have access to the resources they need, including peer support and professional services provided by the Trust. Together, we prioritise both patient care and the wellbeing of our entire workforce. Job description Job responsibilities Duties and Responsibilities Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Ensure appropriate follow up arrangements/investigations are in place. Liaise with relevant Medical Secretary of Specialty accordingly. Ensure any actions required regarding 18 week / tertiary referrals are dealt with and actioned. Ensure all letters and discharge summaries are copied to the appropriate professionals and other agencies. Ensure all outgoing post is sent out within 24 hours of signing. (inclusive of out of area GP letters) Ensure all action reports are completed daily and all letters / attachments sent out the same day Carry out all stock ordering for speciality areas and completion on SBS Assist the Directorate in providing quality administrative support to the clinical teams. Accurate and timely input of data onto information databases. Filing of test results appropriately in a timely manner. Photocopying/faxing, general housekeeping of the office environment. Follow all Standard Operating Procedures for the area in which you work Assist with collection of clinical data for audit and disseminate information to teams. Attend appropriate training, meetings and education sessions at the request of manager. Work with managers and administrative staff to review working practices, ways of working and find solutions to problems. Work with Team Leaders/Administration Service Mangers to improve quality and range of services, with resources being managed according to agreed policies and priorities. Additional Requirements Follow risk management procedures at all times including the identification, assessment and management of risk within the division. To abide by all Trust policies and procedures. To be responsible for own professional/personal development, including participating in ongoing appraisal and personal development planning. Any other ad hoc duties to ensure the smooth running of the department. 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 Trusts 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. WELLBEING Mersey and West Lancashire Teaching Hospitals NHS Trust is committed to supporting and prioritising the wellbeing of our workforce through a range of dedicated services. The Trust's Health, Work and Wellbeing department offers comprehensive support, including the Wellbeing Hub, which provides 1:1 appointments, group sessions, events, and bespoke support for teams and departments. Each department has a Wellbeing Champion who actively promotes staff welfare. Wellbeing Champion organises regular Wellbeing Events, which staff are encouraged to attend. Additionally, the Trust runs a 24/7 Employee Assistance Programme, providing free and confidential support for any issues staff may face. We are dedicated to fostering a supportive environment for all our colleagues, particularly in the face of challenges. We strive to maintain an open culture where staff feel comfortable seeking help and know they will be met with understanding and compassion. Colleagues have access to the resources they need, including peer support and professional services provided by the Trust. Together, we prioritise both patient care and the wellbeing of our entire workforce. Person Specification Qualifications Essential Word Processing Skills Desirable RSA / OCR II or equivalent experience Audio Typing Skills Knowledge of medical terminology Knowledge & Experience Essential Excellent IT skills with knowledge and experience of Microsoft office products Experience of office procedures Understanding of confidential nature of role and awareness of Data Protection Act Desirable Previous experience within the NHS Knowledge of internal hospital PAS Skills Essential Self motivated and able to work with limited supervisions Able to use own initiative and manage/prioritise own workload Excellent communication skills Ability to accurately maintain computerised and manual filing/documentation system Ability to work as part of a team Other Essential Able to work the hours and duties required by the post Able to adopt flexible approach when required Comply with Trust policies and procedures Person Specification Qualifications Essential Word Processing Skills Desirable RSA / OCR II or equivalent experience Audio Typing Skills Knowledge of medical terminology Knowledge & Experience Essential Excellent IT skills with knowledge and experience of Microsoft office products Experience of office procedures Understanding of confidential nature of role and awareness of Data Protection Act Desirable Previous experience within the NHS Knowledge of internal hospital PAS Skills Essential Self motivated and able to work with limited supervisions Able to use own initiative and manage/prioritise own workload Excellent communication skills Ability to accurately maintain computerised and manual filing/documentation system Ability to work as part of a team Other Essential Able to work the hours and duties required by the post Able to adopt flexible approach when required Comply with Trust policies and procedures 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 details Employer name Mersey and West Lancashire Teaching Hospitals NHS Trust Address Whiston Hospital Warrington Road Prescot L35 5DR Employer's website https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)