We are seeking an enthusiastic, hardworking and motivated team leader with excellent communication, organisational, time management and attention to detail skills to join our existing Admin Team to support Treatment Rooms, District Nurses, Phlebotomy and Community Matrons.
The successful candidate will provide assistance to the Administration Supervisor in the provision of high quality, efficient, timely, professional and friendly service with excellent customer care. To assist in leading, training, motivating, developing and mentoring staff on the day-to-day operational activities within the team. To plan staff rotas to ensure high quality service to consultants and patients.
The post will be based in St Helens with a need to be flexible to work at different locations if needed. You will be working in a busy environment and closely with the remainder of the Admin Team.
Communication and customer care is key is this team. The post will be varied and a great opportunity to gain new skills and enhance your knowledge and experience by working within varies settings.
A flexible approach to day-to-day tasks is essential, in order to meet the changing demands of the service. Our philosophy is to keep the patient at the heart of everything we do. We look for people who are willing to go the extra mile, not because they are asked to, but because they are committed to being part of a healthcare team that delivers an excellent caring service to our patients.
Provide an efficient and effective clinic reception service, coordinating and taking responsibility for the day-to-day running of the area
Liaise effectively with admin and nursing staff to support the provision of seamless service across the department
Provide support to other team members in dealing with enquiries and offer non-clinical advice to patients and staff
Support Admin Supervisor in maintaining and ensuring the continued quality assurance audits are completed in the time scale
Deputise in the absence of the Administration Supervisor for all enquiries in respect of service
To be a team leader, leading the shift ensuring all the workload is effectively and efficiently processed including ad hoc office duties
To provide a comprehensive administrative service to staff and patients
To be confident, competent, and efficient working on a computer
Ensure cross cover working where appropriate
To be responsible for own workload on a day-to-day basis
Provide an effective administrative service to support the team
Effective liaison with multi-disciplinary staff/patients/carers/outside agencies, including dealing with appointment/service enquiries
Responsibility, in conjunction with other administrative staff, for arranging clinics, maintaining records, creating referrals, booking appointments and associated data entry including the retrieval and maintenance of patient records
Mentor and help train new Administration Assistants on the day-to-day activities of the Department
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.

Administration/Clerical Duties
Organise staff rota’s to effectively cover the areas of responsibility. Provide an efficient and effective clinic reception service, coordinating and taking responsibility for the day-to-day running of the area, ensuring that the clinic reception areas and telephones are not left unattended during normal working hours.
Liaise with Clinicians and Nursing staff to ensure the smooth running of the clinic. Liaise effectively with the nursing staff to support the provision of seamless service across the department.
Ensure that timely and effective communications are maintained at all times.
Provide support and guidance to other team members in dealing with enquiries and offer non-clinical advice to patients, staff and GP surgeries. This may require tact and persuasive skills when resolving problems or difficulties when there is a need to overcome barriers to understanding.
Assist Administration Supervisor in keeping record of rota’s and time keeping.
Support Administration Supervisor in maintaining and ensuring the continued quality assurance audits are completed in the time scale, (undisposed clinics, waiting list entry, outpatient procedures).
Mentor and help train new Administration Assistants on the day-to-day activities of the Department.
Deputise in the absence of the Administration Supervisor for all enquiries in respect of service.
Ensure 18-week pathways process is adhered to.
Make follow-up appointments as required ensuring all departmental instructions are adhered to.
Arrange ambulances or transport for appointments if required.
Rearrange appointments from cancellations and non-attendance.
Input patient attendances and outcomes onto the computerised Hospital Information system/systems.
Completion of medical insurance forms (Medicash etc).
Deal with non-attenders (DNA’s) in accordance with the Trust’s Policies and Procedures. Liaising with nursing and clinical staff.
Register all health record movements on the Case Note Tracking system.
Provide a reception service for outpatient clinics.
To deal with patients and their relatives in a friendly and sympathetic manner.
Respond to enquiries in a positive and helpful manner and deal with telephone enquiries as they arise.
Direct patients to correct departments.
Deal with complaints on a first line basis or refer to the relevant department / member of staff. (NB - May occasionally experience stressful or distressing situations).
Preparation of patient temporary case notes
Prior to clinics commencing, organise workload to ensure all patients health records checked liaising with Clinic Preparation section regarding health records not delivered/available.
Ensure front sheets are attached to the case notes for completion by the clinician.
Liaise with other Trusts.
Comply with Trust and Departmental Policies and Procedures.
To meet departmental targets as set by the Departmental Manager
Confidentiality
To be aware of Records Management, Information Governance, Caldicott, confidentiality and data protection.
Key Result Areas
Take part in Trust appraisal process, agreeing objectives and a personal development plan annually.
Ensure patient activity is recorded real time on relevant Trust Information System
Liaise with consultants, wards, secretaries and other departments to ensure good communications exist within all areas of the Trust.
Participate in and assist in outpatient audits.
A flexible approach to working is needed as part-time staff will be expected to cover at times of absence up to full-time, in order to meet the demands of the service.
Work across all sites of the St Helens & Knowsley Teaching Hospitals Trusts
Training
As required attend regular mandatory training and other training courses relevant to the job.
To work towards NVQ qualification/Customer Care
Governance
To support the Trusts clinical governance agenda by understanding the key priorities for change and ensuring that new developments utilise the objectives within the governance agenda