About this role
Job summary
We are seeking an organised and proactive Administrator to provide essential administrative support across our service, ensuring the smooth and efficient running of day-to-day duties. The post holder will play a key role in maintaining accurate records, producing timely reports, and preparing correspondence including emails and meeting minutes.
A core part of the role includes supporting meetings by preparing and distributing agendas, taking accurate minutes, and ensuring all meeting papers are appropriately circulated and stored. The postholder will also handle communications relating to department meetings and support multidisciplinary team (MDT) activity, ensuring information is prioritised, shared appropriately, and acted upon in a timely manner.
The successful candidate will be confident in managing sensitive and sometimes complex information, always maintaining strict confidentiality in line with GDPR requirements. They will demonstrate flexibility, strong communication skills, and the ability to work independently as well as part of a team in a fast-paced environment.
Main duties of the job
1. To provide administrative support
2. To maintain the administration of the services, including maintaining databases, data input, ensuring all data held is accurate and kept up to date.
3. To be responsible for compiling, producing, presenting and distributing accurate reports.
4. To prepare letters, e-mails and general communications.
5. To prepare and distribute agendas for meetings, take minutes of meetings, distribute minutes and other papers.
6. To receive communication in relation to trust meetings attended by the above leads.
7. To assist in the development and promotion of NWRSIC.
8. To receive sometimes complex communications on behalf of the MDT and be able to advice, prioritise and share information appropriately.
9. Monitor the effectiveness of the admin processes and be take part in and administer their review.
10. To support the delivery of audit and survey material.
11. To maintain an up-to-date knowledge of the relevant systems, attending appropriate training sessions as directed by the above lead.
12. To work at all times in a flexible way to enable delivery of the services.
13. To attend departmental meetings as necessary.
14. To maintain the strict confidentiality of all information, to which the member of staff has access, having due regard to the provisions of the GDPR (2018).
15. To undertake any other routine duties that may be required and are appropriate to the postholder's band, experience and competence.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.
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. 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.
Job description Job responsibilities
1. To provide administrative support
2. To maintain the administration of the services, including maintaining databases, data input, ensuring all data held is accurate and kept up to date.
3. To be responsible for compiling, producing, presenting and distributing accurate reports.
4. To prepare letters, e-mails and general communications.
5. To prepare and distribute agendas for meetings, take minutes of meetings, distribute minutes and other papers.
6. To receive communication in relation to trust meetings attended by the above leads.
7. To assist in the development and promotion of NWRSIC.
8. To receive sometimes complex communications on behalf of the MDT and be able to advice, prioritise and share information appropriately.
9. Monitor the effectiveness of the admin processes and be take part in and administer their review.
10. To support the delivery of audit and survey material.
11. To maintain an up-to-date knowledge of the relevant systems, attending appropriate training sessions as directed by the above lead.
12. To work at all times in a flexible way to enable delivery of the services.
13. To attend departmental meetings as necessary.
14. To maintain the strict confidentiality of all information, to which the member of staff has access, having due regard to the provisions of the GDPR (2018).
15. To undertake any other routine duties that may be required and are appropriate to the postholders band, experience and competence.
Person Specification
Qualifications Essential
RSA II typing or equivalent GCSE or equivalent qualification at Grade C or above in English Language, NVQ level 3 or equivalent experience
Desirable
ECDL
Experience Essential
Experience of working in office environment Significant level of knowledge relating to procedures and practices in relation to equality diversity & inclusion issues
Desirable
Previous NHS experience
Skills Essential
Good communication skills Ability to work as a member of a team Excellent interpersonal skills Ability to work on own initiative and rearrange priorities as required Be able to provide and receive complex and sensitive information and be able to communicate with all stakeholders internally and externally Up to date knowledge of Data Protection Flexible working approach Organisational skills Customer Service skills Knowledge of Microsoft Office Software Package A professional outlook and ability to inspire confidence in service users Demonstrates an understanding of client confidentiality Commitment to self-development to meet the requirements of the role
Other Essential
To be able to travel to venues across the service Ability to change from one activity to another at short notice in response to changing priorities Occasionally speaking to distressed or emotional people, either by telephone or face to face Tact, diplomacy and empathy when interacting with service users Required to spend most of the working day sitting in front of a VDU and/or long periods on the telephone Occasional use of road transport
Desirable
Physical dexterity required for keyboard skills Physical strength required to handle patient records
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 North West Regional Spinal Injuries Centre, Southport Hospital
Town Lane, Kew
Southport
PR8 6PN
United Kingdom
Employer's website https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)