Job summary The Administration Services Co-ordinator will manage administrative staff to provide an efficient and effective service to the Trust. The post holder will participate in the development of corporate objectives, policies and strategic plans. Responsible for ensuring optimum use of physical capacity throughout administration teams to deliver a service and to schedule procedures ensuring that an efficient, timely and patient focussed service, where the clinical needs of patients are met in accordance with the current operating framework and the NHS National Guidelines. Main duties of the job The post holder will manage a complete administrative service including word processing, audio typing, composition of letters, diary management and appointments. Prioritise incoming requests for support, using judgement, expertise of specialty and experience to decide on service priorities. Maintaining close working relationships between Consultants, Directorate Managers and patients where appropriate. Introducing and implementing new practices to enhance service development, i.e. developing protocols and procedures for improving clinical secretarial services. Provide weekly and monthly planning reports to ensure cross cover support arrangements are being actively monitored. To undertake a lead role in the recruitment and selection of staff within the department in accordance with Trust policies. To ensure all HR policies are communicated widely and implemented. Implements general Trust policies within the administrative teams. Compliance with the Data Protection Act 1998 and Information Governance About us The Secretary of State has approved the partnership between St Helens & Knowsley Teaching Hospitals and Southport & Ormskirk Hospitals. From 1st July 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 Date posted 20 February 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year per annum Contract Permanent Working pattern Full-time Reference number 409-6980067 Job locations Whiston Warrington Road Prescot L35 5DR Job description Job responsibilities Participate in ensuring the effective use of all financial resources providing and delivering the service. Manage cost improvement programmes within the service and implement. Provide the service within budget financial constraints, achieve CIP where required. Responsible for signing of time sheets, manpower variations, termination forms and expenses for administrative teams. TEACHING AND TRAINING RESPONSIBILITIES Manage new staff induction and train appropriately. Facilitate a supportive learning environment that enables all members of the team to develop. Recognise the effective utilisation of all appropriate development resources and opportunities. Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues. Recognise and accept responsibility for own personal development. Manage areas for change within the secretariat which will lead to improvements in quality and efficiency within specialties. Project manage any changes required ensuring plans relevant are drawn up with minimum disruption e.g. move into the new build. Be expected to provide day to day supervision and on the job training to Administrative Teams. Conduct Annual Performance and Development Reviews for all staff ensuring all employees have a Personal Development Plan. RESEARCH & AUDIT Develop internal departmental quality assurance measures to validate the quality of transcribed outputs. Undertake audits bi-monthly to ensure workloads are disseminated accordingly. Audit sickness absence within administration teams. Undertake any other duties, as required and commensurate with the Band. The range of duties and responsibilities outlined above are indicative only and are intended to give a broad flavour of the range of type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the post holder. 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 Teaching 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. You will be expected to undertake the Trusts commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults. 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 Trusts 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 the www.gov.uk website. 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. Job description Job responsibilities Participate in ensuring the effective use of all financial resources providing and delivering the service. Manage cost improvement programmes within the service and implement. Provide the service within budget financial constraints, achieve CIP where required. Responsible for signing of time sheets, manpower variations, termination forms and expenses for administrative teams. TEACHING AND TRAINING RESPONSIBILITIES Manage new staff induction and train appropriately. Facilitate a supportive learning environment that enables all members of the team to develop. Recognise the effective utilisation of all appropriate development resources and opportunities. Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues. Recognise and accept responsibility for own personal development. Manage areas for change within the secretariat which will lead to improvements in quality and efficiency within specialties. Project manage any changes required ensuring plans relevant are drawn up with minimum disruption e.g. move into the new build. Be expected to provide day to day supervision and on the job training to Administrative Teams. Conduct Annual Performance and Development Reviews for all staff ensuring all employees have a Personal Development Plan. RESEARCH & AUDIT Develop internal departmental quality assurance measures to validate the quality of transcribed outputs. Undertake audits bi-monthly to ensure workloads are disseminated accordingly. Audit sickness absence within administration teams. Undertake any other duties, as required and commensurate with the Band. The range of duties and responsibilities outlined above are indicative only and are intended to give a broad flavour of the range of type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the post holder. 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 Teaching 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. You will be expected to undertake the Trusts commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults. 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 Trusts 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 the www.gov.uk website. 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. Person Specification Qualifications Essential Educated to GCSEs (A-C) or equivalent experience B-TEC NVQ Level 3 Business Administration or equivalent experience Educated to degree level or equivalent experience Desirable Qualification in management or leadership Willingness to undertake training in management Knowledge & Experience Essential Previous NHS experience at supervisory level Providing an audio typing service / knowledge of dictation systems Experience of monitoring quality Experience of using Trust IT Systems Knowledge of digital dictation systems Knowledge of medical terminology Understanding the role of IT in delivery of an effective service Understanding of 18 week policies, choose and book,patient choice. Knowledge of the role of Clinical Secretaries/Ward Clerks Knowledge of internal targets Desirable Assessing and planning workload for others Mentoring and developing others Experience of developing performance reports for management Experience in leading re-design or change management initiatives Knowledge of a broad range of medical terminology Knowledge of a broad range of medical terminology Skills Essential Excellent verbal skills and ability to communicate in a clear and concise manner Ability to implement organisational changes to enhance departments as and when required Ability to prioritise and quickly identify the core issues of a situation Able to work under pressure and maintain high quality work Ability to negotiate with others in the organisation Ability to use problem solving skills Ability to write letters and written reports to a range of people within the organisation and externally. Ability to communicate effectively, demonstrating sensitivity to a range of people and organisations Desirable Supervised staff Ability to prioritise workload of others Experience of managing stationary and stock levels Other Essential Motivated and pro-active Able to work flexibly across both sites Willing to meet the performance criteria set out in the job description and undertake personal and professional development An interest in health and medical matters Person Specification Qualifications Essential Educated to GCSEs (A-C) or equivalent experience B-TEC NVQ Level 3 Business Administration or equivalent experience Educated to degree level or equivalent experience Desirable Qualification in management or leadership Willingness to undertake training in management Knowledge & Experience Essential Previous NHS experience at supervisory level Providing an audio typing service / knowledge of dictation systems Experience of monitoring quality Experience of using Trust IT Systems Knowledge of digital dictation systems Knowledge of medical terminology Understanding the role of IT in delivery of an effective service Understanding of 18 week policies, choose and book,patient choice. Knowledge of the role of Clinical Secretaries/Ward Clerks Knowledge of internal targets Desirable Assessing and planning workload for others Mentoring and developing others Experience of developing performance reports for management Experience in leading re-design or change management initiatives Knowledge of a broad range of medical terminology Knowledge of a broad range of medical terminology Skills Essential Excellent verbal skills and ability to communicate in a clear and concise manner Ability to implement organisational changes to enhance departments as and when required Ability to prioritise and quickly identify the core issues of a situation Able to work under pressure and maintain high quality work Ability to negotiate with others in the organisation Ability to use problem solving skills Ability to write letters and written reports to a range of people within the organisation and externally. Ability to communicate effectively, demonstrating sensitivity to a range of people and organisations Desirable Supervised staff Ability to prioritise workload of others Experience of managing stationary and stock levels Other Essential Motivated and pro-active Able to work flexibly across both sites Willing to meet the performance criteria set out in the job description and undertake personal and professional development An interest in health and medical matters 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 Warrington Road Prescot L35 5DR Employer's website https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)