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Job summary

Main area
N/A
Grade
Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
287-ASUR-68-25-A
Employer
Liverpool University Hospitals NHS Foundation Trust
Employer type
NHS
Site
Broadgreen
Town
Liverpool
Salary
£26,530 - £29,114 per annum
Salary period
Yearly
Closing
26/06/2025 23:59

Employer heading

Liverpool University Hospitals NHS Foundation Trust logo

Administration Team Leader

Band 4

Job overview

Principal Accountabilities.

Manage the patient information systems within the Centre, utilising them to provide statistical information as requested by the Lead/Manager and the Trust regarding outpatient activity. To provide general administration support to the ~PROMs, Inpatient Booking Team & Outpatient Booking Team. Managing the Admin and Clerical Team within the Service to support the delivery Outpatient efficiencies.

 

 

Main duties of the job

• To provide a first class service to Clinicians and Service users of PROM's 
• To ensure that patient referrals are entered and Outpatients appointments are made in a timely manner within local and national targets, eg  E Ref, slot issues etc, liaising with relevant clinical and managerial colleagues to address issues as appropriate.
• To ensure all clinic outcome information is recorded on relevant information systems in a timely manner.
• To ensure all referrals received are accompanied by all relevant information to support effective and efficient clinical triage.
• To work collaboratively with other professionals and agencies to ensure patient needs are met in relation to service provision.

  • Ensuring correct management of referrals and waiting lists into Orthopaedics using various referral systems (including ICE, e-referral and iPM)
  •  Clinic template management
  • Responsibility for PROMs, Inpatient Booking & Outpatient Bookings telephone service 
  • Supervision and development of admin/clerical staff
  • Working with clinical and management teams on service improvement and development projects
  • Act a main point of contact for Admin and Clerical team at Royal site
  • General administration support to local management

Working for our organisation

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond. 

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

 For roles at Liverpool Women’s, visit their careers page.

Detailed job description and main responsibilities

  • To ensure clinics are fully utilised in line with current rotas
  • Ensure teams are managed and cross covered 
  • Set up and maintain, as appropriate, all clinics/ session dates and diaries within the hospital system following rota decimation
  • Ensure that all patient information (both manual and electronic) is accurate, complete, and legible and can be retrieved promptly when required.
  • Undertake, review and develop communication with patients including letters, appointments and the management of DNA’s.
  • Maintain  specific standards/policies and support the implementation of Trust strategies/ policies at Centre level.
  • Undertake the day to day line management of the clerical staff. Ensuring that staff receive adequate and relevant training which allows them to function efficiently and effectively.
  • Assist in the recruitment and selection of Centre staff and the efficient deployment of manpower resources.
  • Provide day to day administrative cover for and in the absence of the Centre Manager.
  • Take lead responsibility for the compilation and accuracy of all statistical returns regarding patient activity within the Centre.
  • Undertake responsibility for the ordering of all supplies including stationary 
  • To provide a service for patients making application for records under the terms of the Data Protection Act 2018 ‘Subject Access requests ‘

 

Person specification

Qualifications

Essential criteria
  • NVQ3 or ‘A’ level or equivalent
Desirable criteria
  • Supervisory Course
  • ECDL certificate

Experience

Essential criteria
  • Demonstrable experience in admin role
Desirable criteria
  • Previous experience supervising staff and training

Skills

Essential criteria
  • IT skills
  • Excellent communication skills
  • The ability to lead and work as part of a team
  • Commitment to completion of work tasks at high standard
  • Organisational skills
  • Ability to work to deadlines

Other

Essential criteria
  • Assertive and able to work without supervision
  • Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
  • Demonstrate a positive attitude to a changing work environment and processes
  • Demonstrate ability to meet Trust values
  • Flexibility and adaptability
  • Able to work to deadlines
  • Enthusiastic and action orientated
  • Commitment to team and team members
  • Appreciates the need for confidentiality and can demonstrate ability to use discretion
  • Commitment to customer care

Employer certification / accreditation badges

Fair Employment Charter Status - Aspiring LevelNHS Pastoral Care Quality AwardTrust IDVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleInvestors in PeopleArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Carer confident logo, the employers for carers confident schemeDisability confident committedStep into health

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Documents to download

Apply online now

Further details / informal visits contact

Name
Louise Loughlin
Job title
Assistant Service Manager
Email address
[email protected]
Telephone number
0151 706 4888
Additional information

N/A 

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