Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent: Will be required to work at Southport & Whiston Hospital.
- Hours
- Full time - 37.5 hours per week
- Job ref
- 409-6724714-C
- Employer
- Mersey and West Lancashire Teaching Hospitals NHS Trust
- Employer type
- NHS
- Site
- Whiston and Southport Hospitals
- Town
- Southport
- Salary
- £24,625 - £25,674 per annum
- Salary period
- Yearly
- Closing
- 29/05/2025 23:59
Employer heading
Frailty 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.
Job overview
Applications are invited from enthusiastic, hardworking, self-motivated and committed individuals to join our Frailty Department in both Southport and Whiston Hospitals. The successful candidate will be the first point of contact for users of the service and must be friendly, helpful and have excellent communication skills with the ability to deal with sensitive and confidential information. Excellent computer literacy is essential but training will be given to become familiar with systems operated within this department.
The Frailty Administration Assistants will provide an administrative / operational service for Mersey & West Lancashire Trust and other external Trusts.
They will assist to co-ordinate the attendance/admissions of patients to the Virtual Frailty Ward/ Urgent Community Response at Southport, Whiston & St Helens Hospitals and for day case & out-patient procedures
To provide an efficient, timely and patient focussed service to the Trust in order to support a high standard of clinical care to the patients.
There is a need to be able to work to and withstand the pressure of a 'busy' department and it is essential that you are able to work on your own initiative.
The successful candidate must have a flexible approach to their working hours and be able to drive/drover assisted.
Main duties of the job
To support the admin coordinator for the admission/attendance of patients on the Frailty Virtual ward / Urgent Community Response and other Frailty Service. To support the clinical staff in coordinating appointments and community visits and ensuring up to date record keeping. To support the admin coordinator in maintaining the data of the Frailty services and work between different Electronic Patient record Systems (EMIS/ Careflow) In so ensuring that an efficient, timely and patient focused service is provided, and the clinical needs of patients are met in accordance with the current operating framework and the NHS National Guidelines.
Working for our organisation
The Secretary of State has approved the partnership between St Helens & Knowsley 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
Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.
Detailed job description and main responsibilities
KEY DUTIES
· Monitor appointments and ad hoc community visits.
· Support the Frailty Medical Team and the Consultant Practitioner with day-to-day work.
· Type follow up letters via dictation for the clinical team.
· Update EMIS / Careflow (and other potential future EPR systems) and spreadsheets with patient’s data.
· Ad-hoc clerical duties to include participating in MDT, facilitating meeting, actions as appropriate.
· Support the admin coordinator who is responsible for organising patient attendance for Frailty Falls clinic 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. Monitor patient lists from Monitor referrals from the NHS e-referral system.
· Deal efficiently and effectively with telephone calls (patient, consultants, secretaries, 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 within the relevant NHS maximum waiting times.
· Telephone patients with details of cancellations/admissions when required.
· 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 backfilling if appropriate.
· Ensure all cancelled day case admissions or out-patient attendances (both patients and hospital initiated) and DNAs are followed up and recorded efficiently.
· Provide general advice and guidance to patients and relatives on admissions/attendance.
· Inform wards, secretaries, consultants and the Frailty team of all arranged attendances or any changes/cancellations.
· Recording, accessing and updating Patient Information on Careflow and EMIS system in a timely and accurate manner.
· Cover colleagues in other Frailty Admin Services
· When booking urgent patients, ensuring wards, TCI requirements, operational services, are aware of patient’s attendance/admissions.
· Keep electronic diaries up to date.
· Liaise with all other staff – clerical, secretarial, wards, GP’s, Community Nurses and other Clinical Staff
· Use computer software/systems – word, excel, Emis/ Careflow/ Careflow Connect
· 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.
· Ordering, organising and monitoring equipment for team- including EBME checks and equipment for new starters.
· Minute taking at meetings and typing up, typing up action plans.
· Typing up action plans
Previous applicants need not apply.
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 training and experience
Knowledge and Experience
Essential criteria
- Previous clerical experience
- Able to deal with the public in person and via the telephone
- Management of patient appointments and staff diaries
- Experience of taking and typing minutes of meetings
Desirable criteria
- Knowledge of medical terminology
- Previous NHS experience
- Experience of mentoring and training staff
Skills
Essential criteria
- Significant Word/ Excel skills
- Manage/prioritise own workload
- Ability to accurately maintain computerised and manual systems
- Ability to manage difficult/sensitive situations
- Time management skills
- Can work well under pressure, produce high quality work and remain calm in difficult situations
- Self-motivated and able to work with limited supervision
- Able to use own initiative and respond to new challenges
- Excellent communication skills
Other
Essential criteria
- Ability to build and maintain good working relationships
- Able to work the hours and duties required by the post
- Ability to travel to various Trust locations by own car/driver assisted
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Helen Dobrowolska
- Job title
- Nurse Consultant Frailty and UCR/FVW
- Email address
- [email protected]
- Telephone number
- 0151 676 5111
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