Mersey and West Lancashire Teaching Hospitals NHS Trust

Secretary/Administrator

The closing date is 07 July 2025

Job summary

Band 3 Secretary/Administrator

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

Date posted

24 June 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

409-7097522

Job locations

Millennium Centre

Corporation Street St. Helens

St. Helens

WA10 1HJ

Job description

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.

Job description

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

Essential

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

Desirable

Shorthand qualification and/or equivalent qualification or experience

Knowledge & Experience

Essential

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

Desirable

Understanding of Trust Internal Policies as appropriate
Experience of working within NHS
Experience using graphics software

Skills

Essential

Excellent IT 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

Desirable

Good numerical skills for compilation of statistics

Other

Essential

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

Desirable

The ability to work flexibly in accordance with service needs, which may include some Saturday working

Person Specification

Qualifications

Essential

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

Desirable

Shorthand qualification and/or equivalent qualification or experience

Knowledge & Experience

Essential

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

Desirable

Understanding of Trust Internal Policies as appropriate
Experience of working within NHS
Experience using graphics software

Skills

Essential

Excellent IT 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

Desirable

Good numerical skills for compilation of statistics

Other

Essential

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

Desirable

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 details

Employer name

Mersey and West Lancashire Teaching Hospitals NHS Trust

Address

Millennium Centre

Corporation Street St. Helens

St. Helens

WA10 1HJ

Employer's website

https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Mersey and West Lancashire Teaching Hospitals NHS Trust

Address

Millennium Centre

Corporation Street St. Helens

St. Helens

WA10 1HJ

Employer's website

https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)