Job summary
Administration Services Co-ordinator (Band 5)
37.5 hours per week, Monday - Friday.
Based at Whiston Hospital, with an expectation to attend St Helens Hospital when required.
We are seeking a highly organised and proactive Administration Services Co-ordinator to lead our administrative teams and support efficient, high-quality services across Clinical Support Services.
In this role, you will directly line manage a large team of administrative staff, coordinate workloads, maintain cross-cover arrangements and support delivery of key performance targets. You will work closely with the Associate Directorate Manager, contributing to service development, process improvement and operational planning across specialities.
The JD & PS are currently under AfC review and are subject to change.
Main duties of the job
What you'll do:
- Lead and support administrative teams to deliver an efficient service.
- Oversee workloads, cross-cover, clinic support and performance monitoring.
- Implement new administrative processes and support training needs.
- Manage HR responsibilities including appraisals, sickness and performance.
- Assist with service planning, reporting and project work.
About you:
- Strong administrative management experience.
- Excellent organisational, communication and leadership skills.
- Confident in decision-making and working independently within Trust policies.
- Committed to continuous improvement and high-quality patient service.
If you're passionate about leading a large admin team and want a role where you can make a real impact, we'd love to hear from you.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.
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. 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.
You will be expected to undertake the Trusts' commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
Job description
Job responsibilities
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 and supporting close working relationships between Consultants, Directorate Managers, Secretaries and patients where appropriate, for the specialities within your area of co-ordination.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.Develop office and administrative practices to continually improve service delivery ensuring targets across specialities are maintained.Ensuring compliance in relation to new policies i.e. 18-week pathway, inter provider transfer documentation, choose and book administration and patient choice bookings. Training staff where necessary.Re-organise structure to meet performance standards
Working closely with Directorate Managers and Secretaries ensuring junior doctor cover is managed across specialties to ensure delivery of service is not compromised.To liaise with Consultant secretaries in order to ensure that that Care Group have the maximum possible notice of consultant leave to limit reduction in capacity within theatres and outpatient clinics.
Job description
Job responsibilities
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 and supporting close working relationships between Consultants, Directorate Managers, Secretaries and patients where appropriate, for the specialities within your area of co-ordination.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.Develop office and administrative practices to continually improve service delivery ensuring targets across specialities are maintained.Ensuring compliance in relation to new policies i.e. 18-week pathway, inter provider transfer documentation, choose and book administration and patient choice bookings. Training staff where necessary.Re-organise structure to meet performance standards
Working closely with Directorate Managers and Secretaries ensuring junior doctor cover is managed across specialties to ensure delivery of service is not compromised.To liaise with Consultant secretaries in order to ensure that that Care Group have the maximum possible notice of consultant leave to limit reduction in capacity within theatres and outpatient clinics.
Person Specification
Qualifications
Essential
- Educated to GCSE level and/or equivalent qualifications and/or equivalent experience
- B-TEC NVQ Level 3 Business Administration and/or equivalent qualifications and/or equivalent experience
- Degree level and/or equivalent qualifications and/or equivalent experience
Desirable
- Qualification in management or leadership
- Willingness to undertake training in management
- LAMDI Training, Leadership and Management
Experience
Essential
- Previous NHS experience of at least 2 years supervisory level
- Providing an audio typing service
- Experience of monitoring quality
- Experience of using Trust IT 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
- Knowledge of digital dictation systems
- 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
- In depth knowledge of the 18 weeks policy
Skills
Essential
- Above average 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 GCSE level and/or equivalent qualifications and/or equivalent experience
- B-TEC NVQ Level 3 Business Administration and/or equivalent qualifications and/or equivalent experience
- Degree level and/or equivalent qualifications and/or equivalent experience
Desirable
- Qualification in management or leadership
- Willingness to undertake training in management
- LAMDI Training, Leadership and Management
Experience
Essential
- Previous NHS experience of at least 2 years supervisory level
- Providing an audio typing service
- Experience of monitoring quality
- Experience of using Trust IT 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
- Knowledge of digital dictation systems
- 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
- In depth knowledge of the 18 weeks policy
Skills
Essential
- Above average 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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
