About this role
Job summary
Part Time 22.5 hours per week
To be part of a welcoming team of Rheumatology working in sensitive settings dealing with patients in a confidential manner.
Prepare, organise, and update rheumatology clinic lists.
Ensure all relevant results, notes, and documents are available for clinicians when needed.
Book, amend, and manage patient appointments, including follow-ups and investigations
Direct clinical queries to specialist nurses or medical staff as appropriate
Maintain accurate patient records on electronic systems (e.g. EPR)
Upload and file clinical documents, blood results, imaging reports, and letters.
Ensure all documentation is stored and managed in line with Trust policies.
Assist patients with appointment queries, directions, and general service information.
Produce, check, and send clinic letters and appointment notifications. Work closely with rheumatology consultants, specialist nurses, physiotherapists, and admin colleagues.
The JD & PS are currently under AfC review and are subject to change.
Main duties of the job
Check clinic rooms and waiting areas are stocked with forms, leaflets, and stationery.
Support the smooth running of rheumatology outpatient clinics by assisting clinicians with basic administrative tasks
Provide polite, clear, and helpful information regarding appointments, directions, and general service queries.
Escalate clinical or complex queries to senior administrative staff or clinical teams
-Update patient details on electronic systems (e.g. EPR) to ensure accuracy.
File and upload basic documents, results, and letters under supervision.
Retrieve patient notes and ensure they are available for clinics.
Sort and distribute incoming mail, emails, and internal messages to the correct staff.
Print and send standard letters, appointment notifications, and clinic information.
Assist with photocopying, scanning, and general administrative tasks.
Work closely with administrative colleagues, specialist nurses, and clinicians to support daily operations.
Support senior admin staff with routine tasks as required.
Maintain stock levels of stationery, forms, and clinic materials.
Help with filing, archiving, and organising departmental records.
Follow Trust policies on confidentiality, data protection, and patient handling
About us
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:
o Rated Outstanding by CQC Inspection August 2018
o Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
o National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description Job responsibilities
Prepare and organise clinic paperwork, ensuring notes, labels, and basic documentation are available.
Check clinic rooms and waiting areas are stocked with forms, leaflets, and stationery.
Support the smooth running of rheumatology outpatient clinics by assisting clinicians with basic administrative tasks.
Print clinic lists and ensure they are distributed to the appropriate staff.
Act as a first point of contact for patients attending or calling the rheumatology department.
Provide polite, clear, and helpful information regarding appointments, directions, and general service queries.
Escalate clinical or complex queries to senior administrative staff or clinical teams
-Update patient details on electronic systems (e.g. EPR) to ensure accuracy.
File and upload basic documents, results, and letters under supervision.
Retrieve patient notes and ensure they are available for clinics.
Support the scanning and indexing of documents into electronic records.
Sort and distribute incoming mail, emails, and internal messages to the correct staff.
Print and send standard letters, appointment notifications, and clinic information.
Assist with photocopying, scanning, and general administrative tasks.
Work closely with administrative colleagues, specialist nurses, and clinicians to support daily operations.
Assist with basic tasks to support biologic, infusion, or specialist clinics (admin only).
Participate in team meetings and contribute to a positive working environment.
Support senior admin staff with routine tasks as required.
Maintain stock levels of stationery, forms, and clinic materials.
Help with filing, archiving, and organising departmental records.
Follow Trust policies on confidentiality, data protection, and patient handling
Person Specification
Qualifications Essential
Educated to GCSE level or equivalent Able to work in a busy office environment
Desirable
Experience in working in a clinical setting
Knowledge & Experience Desirable
Office experience NHS experience
Skills Essential
Good computer skills (Microsoft office and outlook) Accurate keyboarding skills Ability to prioritise and organise own workload Good knowledge and understanding of confidentiality Good interpersonal skills
Other Essential
Has always a mature professional manner Flexible and adaptable approach Shows loyalty and commitment to Hospital Trust and speciality team Takes responsibility for own actions Seeks guidance when appropriate Is self-aware, able to initiate and manage self-change when necessary Has proven stability, remains calm under pressure. Has evidence of an ability to maintain a positive outlook and encourage this in others Able to delegate appropriately and monitor progress Able to use initiative balanced with consultative approach Able to co-ordinate using a rational, logical approach Flexible and adaptable Excellent time management skills Willing to work flexible hours Awareness of general professional issues Awareness of current NHS and Trust issues
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such 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.
Employer details Employer name Mersey and West Lancashire Teaching Hospitals NHS Trust
Address St Helens Hospital
Marshalls Cross Road
St Helens
WA9 3DA
United Kingdom
Employer's website https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)