Job vacancy: Cardio-Respiratory Administration Assistant, Mersey and West Lancashire Teaching Hospitals NHS Trust, Prescot

Job summary

Main area: Administration
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week (Working across 7 days)
Job ref: 409-7759586

Employer: Mersey and West Lancashire Teaching Hospitals NHS Trust
Employer type: NHS
Site: Whiston Hospital and St Helens Hospital
Town: Prescot
Salary: £24,937 - £26,598 Per Annum
Salary period: Yearly
Closing: 17/03/2026 23:59
Interview date: 31/03/2026

Cardio-Respiratory Administration Assistant

NHS AfC: Band 3

After applying via NHS Jobs, your submitted application will be imported into our preferred Third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.

Detailed job description and main responsibilities

KEY DUTIES

Book Diagnostic appointments using the PAS/CRIS & NHS e-referral system and identify the type of out-patient appointment required. Obtain relevant reports/information and request HRS/case notes.
Update the PAS system and NHS e-referral with all information following patient referral triage with all special requirements.
Responsible for organising patient attendance ensuring that the diagnostic investigations are scheduled appropriately for clinical needs. This will involve telephoning and booking appointments using a number of computerised systems.
To compile and update waiting lists for necessary diagnostics procedures. Print off daily patient lists from Medway and CRIS. Print off referrals from the NHS e-referral system.
Deal efficiently and effectively with telephone calls (patient, consultants, secretaries, diagnostic centre, GP’s etc). Ensuring confidentiality is strictly maintained and complying with Data Protection Act.
Contact patient to offer appointments that are convenient, agree and book date and arrange for letter and appropriate literature to be sent to the patient.
Ensure that all patients are offered a choice of date and time for their admissions with reasonable notice within the relevant NHS maximum waiting times.
Telephone patients with details of cancellations/admissions when required. Deal with resultant patient queries in a polite and courteous manner. (May occasionally deal with stressed or aggressive patients).
Cancel and re-arrange admissions/attendance as and when needed (via ward, consultant, patients etc). Liaise with Team Leader and Administration Service Co-ordinator over late cancellations and arrange any back-filling if appropriate.
Ensure all cancelled day case admissions or out-patient attendances (both patients and hospital initiated) and DNA’s are followed up efficiently.
Provide general advice and guidance to patients and relatives on admissions/attendance.
Inform wards, secretaries, consultants and the diagnostic centre of all arranged attendances or any changes/cancellations.
Recording, accessing and updating Patient Information on Medway system in a timely and accurate manner.
Record National operation codes for all practices undergoing day case procedures on Medway.
Participate in the reception rota for both St Helens & Whiston sites.
If consultants/cardiac nurses on annual leave ensure that adequate cover is in place before booking into session.
Liaise with CDC Manager and ASC in order to ensure Cardiac Diagnostic sessions are utilised when consultants/cardiac nurses on annual leave.
When booking urgent patients, ensuring wards, TCI requirements, operational services, Diagnostic Centre are aware of patient’s attendance/admissions.
Keep both electronic and paper diaries up to date.
Liaise with ASC on a regular basis in order to manage waiting lists effectively whilst working within government guidelines (Access Targets).
Adhere to all relevant national and local deadlines//targets.
Request and check case sheets for any potential missed additions and highlight to Supervisor/Managers.
Liaise with other hospitals both NHS and private.
Liaise with all other staff – clerical, secretarial, wards, diagnostic centre, GP’s etc.
Use computer software/systems – word, excel, Medway, CRIS & ERS.
Maintain a safe environment within the workplace whilst adhering to Health and Safety policy.
Cover colleague’s sickness/annual leave when necessary.
Ensure all up to date Trust and Departmental policies and procedures are adhered to.
Performing all ad-hoc clerical duties as required ie. E-mail, photocopying, typing and telephone calls.

ADMINISTRATIVE RESPONSIBILITIES

Ensure patient activity is recorded real time on relevant Trust Information System.

TEACHING & TRAINING RESPONSBILITIES

Take part in Trust appraisal process, agreeing objectives and a personal development plan annually.
As required attend regular mandatory training and other training courses relevant to the job.

RESEARCH & AUDIT

Participate in and assist in audits.

Person specification

Qualifications

Essential criteria

Educated to GCSE level/NVQ Level 2 and/or equivalent qualification and/or experience
NVQ 3 in Customer Care or equivalent knowledge through formal training and experience

Knowledge & Experience

Essential criteria

Previous clerical experience
Able to deal with the public in person and via the telephone

Desirable criteria

Knowledge of medical terminology
Previous NHS experience
Experience of mentoring and training staff

Skills

Essential criteria

Word Processing Skills
Self-motivated and able to work with limited supervision
Able to use own initiative and respond to new challenges
Manage/prioritise own workload
Excellent communication skills
Ability to accurately maintain computerised and manual systems
Ability to relate effectively and communicate clearly and professionally at all levels
Ability to manage difficult/sensitive situations
Time management skills
Excellent interpersonal and influencing skills
Can work well under pressure, produce high quality work and remain calm in difficult situations
Good communication skills and professional/ pleasant manner

Other

Essential criteria

Ability to build and maintain good working relationships
Ability to travel to various hospital locations by own car / assisted drive
Able to work the hours and duties required by the post
Comply with Trust policies and procedures

Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.

Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.

The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.

Equality, Diversity, and Inclusion

We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups.

As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [email protected]

We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision-making process.

The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.

Certificate of Sponsorship

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)

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click here to check your eligibility before applying for this post as we may be unable to provide sponsorship.

eVisa Update

For successful candidates on selected work and study visa routes, who have completed and paid for their applications will no longer receive a visa vignette in passport as evidence of their permission to enter the UK.

Instead, you will be issued with an eVisa only, which is accessed by creating a UKVI account.

Before travelling to the UK, we advise applicants to:

Create a UKVI account
Link their current passport
Access their eVisa straightaway to check all details. Incorrect information should be reported as soon as possible using the following link: https://www.gov.uk/report-error-evisa
Understand how to generate an eVisa share code

Disclosure and Barring Service Check

If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.

Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.

If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.

Flexible Working

We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:

All employees have the right to request flexible working from day one of employment.
There is no limit on the number of requests they can make.
Employees have the right to make requests, have them considered, regardless of the reason.

At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.

Working for Team MWL

Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website.

You will be expected to undertake the Trusts' commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.

You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

The Trust will not accept applications which are found to be AI generated and will check all applications against AI detection software.

Additional Information

Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here.

An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.

Good luck with your application. We hope to welcome you to Team MWL very soon.