An Exciting opportunity had arisen for a Person Assistant to join our Team on a Permanent Basis!
You must be an experienced Secretary with excellent interpersonal and well-developed communication skills to work within our busy department, assisting with the workload of the Directorate Managers and Matrons across the Surgical Care Group.
Duties will include diary management, taking telephone calls, arranging meetings, attending meetings to take minutes and maintaining manual and electronic filing systems.
Candidates will have at least two years experience working in an office environment. Applicants should be able to demonstrate skills and have a working knowledge of Microsoft office.
The successful candidate would need to be flexible, self–motivated and able to use their own initiative, as well as being an excellent organiser and communicator.
Co-ordinate administrative and secretarial services, including the preparation of agendas and minutes, taking appropriate follow up action as required.
Manage discrete projects from project scoping to conclusion. Investigate and respond back to a range of non-standard enquiries.
Co-ordinate complaints, to produce a response to the patient and an action plan for staff to correct any problems that may have been highlighted in a complaint.
To liaise with, and delegate instructions effectively to, other members of the department and external clients.
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.

To provide confidential administrative support to the Patient Access Directorate Manager, Patient Access Manager and the Patient Booking Services team.
Prepare agendas and associated papers for meetings.
Take and transcribe formal minutes of meetings using advanced level of IT packages.
To maintain appointments, diaries and bring forward systems. Arrange venues, speakers and travel/accommodation as required, ensuring timely and efficient communication.
Responsible for leading a range of discrete projects on a regular basis.
To deal with telephone calls/enquiries, incoming and outgoing post and in an efficient, professional and, where appropriate, sensitive manner.
To investigate complaints, by communicating complex and sensitive information with a range of staff, using negotiating and persuasive skills to get an input from non-clinical and clinical staff to enable the compilation of responses to patient complaints, ensuring deadlines are adhered to.
Following the receipt of a patient complaint, compile action plan, proposing solutions and changes to work practices, often outside own work area.
Responsible for proposing changes to working practices across the whole of Patient Access and liaising with other departments regarding the impact of such changes.
To deal and liaise with staff and patients in a discreet, sensitive and confidential manner with regards to sensitive issues and complaints.
To maintain a database regarding complaints monitoring and analyse data on weekly basis, producing graphical representations of the information.
The preparation of patient communications relating to the Directorate (eg patient information leaflets).
To undertake analysis of complex data from a variety of sources and prepare conclusions in an easily understandable format.
To maintain a database on call centre performance and analyse data on a weekly basis, producing graphical representations of the information.
To maintain a database on hospital rearrangements data on a monthly basis, producing graphical representations of the information.
To produce the Duty Manager Rota for St Helens Hospital.
Responsible for the processing PLCP referrals.
Responsible for the reconciliation of budget statements.
Responsible for providing fire induction training, when Duty Site Manager is not available.
Responsible for assisting the Duty Site Manager in organising teaching programmes regarding Mental Capacity Act for St Helens staff.
Responsible for ensuring the directorate is compliant with the relevant areas on the Information Governance toolkit.
Assist with the administration for recruitment in the directorate.
The postholder is responsible for maintaining stock control and the security of all consumable items within Patient Access.
Assist the Head of Patient Access and Line Managers to develop and maintain departmental policies and procedures, therefore acquiring knowledge of the full range of administrative and organisational policies and procedures.
Maintenance of annual leave/sickness records.
Preparation of Staff Variation Lists (SVL’s).
Taking receipt and recording of travel claims.
To complete Human Resources administration as necessary, including staff change of details forms and staff variation forms. Arranging Return to Work interviews and Occupational Health referrals.
Undertake tasks delegated by Patient Access Directorate Manager and Patient Access Manager to assist in meeting departmental and Trust objectives.
Maintenance of filing systems.
To co-ordinate and monitor compliance with Trust Appraisal system for managers with the Patient Access division.
To co-ordinate workload efficiently and effectively, and to delegate instructions to secretarial colleagues as appropriate.
Ensure appropriate channels of communication between Managers, colleagues and visitors are open and accessible to ensure information sharing processes are effective, communicating in a professional, timely and supportive manner.
On behalf of Patient Access Directorate Manager and Patient Access Manager ensure timely dissemination of information throughout the Trust.
To establish, maintain and develop professional working relations with colleagues.
To participate in any relevant, identified training and continuing professional development.
To work on own initiative to maintain good office practice and standards to ensure the office and administrative functions run smoothly and efficiently.
Adhere to Health and Safety at Work Act.
Be aware and responsive to changes within the Trust and adopt a flexible and proactive approach to work.
Undertake all mandatory/statutory training as required by the Trust.
General housekeeping of the office environment.
Co-ordinate annual/flexi leave in co-operation with other secretaries.
Any other duties that may be required appropriate to relevant grade.
This job description is not exhaustive or prescriptive and may be subject to revision and change in the light of changing working patterns, service needs or any other factor affecting the organisation.