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Job summary

Main area
Administration
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week (Mon - Fri 9-5)
Job ref
409-7097522
Employer
Mersey and West Lancashire Teaching Hospitals NHS Trust
Employer type
NHS
Site
Millennium Centre
Town
St. Helens
Salary
£24,625 - £25,674 per annum
Salary period
Yearly
Closing
07/07/2025 23:59

Employer heading

Mersey and West Lancashire Teaching Hospitals NHS Trust logo

Secretary/Administrator

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

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.

Working for our organisation

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 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 

Detailed job description and main 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 criteria
  • 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 criteria
  • Shorthand qualification and/or equivalent qualification or experience

Knowledge & Experience

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

Skills

Essential criteria
  • 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 criteria
  • Good numerical skills for compilation of statistics

Other

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

Employer certification / accreditation badges

Nursing TimesApprenticeships logoDisability confident leaderArmed Forces Covenant Gold AwardNavajo - Merseyside and CheshireCare quality commission - OutstandingDying to Work CharterStep into healthHappy to Talk Flexible WorkingNHS Rainbow Badge - BronzeDefence Employer Recognition Scheme (ERS) - GoldPeople Promise

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

Apply online now

Further details / informal visits contact

Name
Janet Shearer
Job title
Administration Services Co
Email address
[email protected]
Telephone number
07469443870
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