Cardio-Respiratory Administration Assistant

We want talented and enthusiastic people from all backgrounds to join , with us you can learn, grow and develop yourself and your career, realising your true ambitions and aspirations.

Whatever you're looking for in your career, you'll find it here at MWL.

Cardio-Respiratory Administration Assistant NHS AfC: Band 3 Main area Administration Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Working across 7 days) Job ref 586

Site Whiston Hospital and St Helens Hospital Town Prescot Salary £24,937 - £26,598 Per Annum Salary period Yearly Closing 17/03/:59 Interview date 31/03/2026

Job overview We are recruiting for an Administrative Assistant within the Cardio-Respiratory team.

There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you can work on your own initiative.

Dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties. Ensure cross cover with colleagues working where appropriate.

Main duties of the job The post holder will Co-ordinate the admission/attendance of patients to the Cardio-Respiratory Department & the Cardiac Diagnostic Centre. To schedule procedures ensuring that an efficient, timely and patient focussed service is provided and the clinical needs of patients are met in accordance with the current operating framework and the NHS National Guidelines.

JD & PS are currently under AfC review and are subject to change.

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 KEY DUTIES

• Book Diagnostic appointments using the PAS/CRIS & NHS e-referral system and identify the type of out-patient appointment required. Obtain relevant reports/information and request HRS/case notes.
• Update the PAS system and NHS e-referral with all information following patient referral triage with all special requirements.
• Responsible for organising patient attendance ensuring that the diagnostic investigations are scheduled appropriately for clinical needs. This will involve telephoning and booking appointments using a number of computerised systems.
• To compile and update waiting lists for necessary diagnostics procedures. Print off daily patient lists from Medway and CRIS. Print off referrals from the NHS e-referral system.
• Deal efficiently and effectively with telephone calls (patient, consultants, secretaries, diagnostic centre, GP's etc). Ensuring confidentiality is strictly maintained and complying with Data Protection Act.
• Contact patient to offer appointments that are convenient, agree and book date and arrange for letter and appropriate literature to be sent to the patient.
• Ensure that all patients are offered a choice of date and time for their admissions with reasonable notice within the relevant NHS maximum waiting times.
• Telephone patients with details of cancellations/admissions when required. Deal with resultant patient queries in a polite and courteous manner. (May occasionally deal with stressed or aggressive patients).
• Cancel and re-arrange admissions/attendance as and when needed (via ward, consultant, patients etc). Liaise with Team Leader and Administration Service Co-ordinator over late cancellations and arrange any back-filling if appropriate.
• Ensure all cancelled day case admissions or out-patient attendances (both patients and hospital initiated) and DNA's are followed up efficiently.
• Provide general advice and guidance to patients and relatives on admissions/attendance.
• Inform wards, secretaries, consultants and the diagnostic centre of all arranged attendances or any changes/cancellations.
• Recording, accessing and updating Patient Information on Medway system in a timely and accurate manner.
• Record National operation codes for all practices undergoing day case procedures on Medway.
• Participate in the reception rota for both St Helens & Whiston sites.
• If consultants/cardiac nurses on annual leave ensure that adequate cover is in place before booking into session.
• Liaise with CDC Manager and ASC in order to ensure Cardiac Diagnostic sessions are utilised when consultants/cardiac nurses on annual leave.
• When booking urgent patients, ensuring wards, TCI requirements, operational services, Diagnostic Centre are aware of patient's attendance/admissions.
• Keep both electronic and paper diaries up to date.
• Liaise with ASC on a regular basis in order to manage waiting lists effectively whilst working within government guidelines (Access Targets).
• Adhere to all relevant national and local deadlines targets.
• Request and check case sheets for any potential missed additions and highlight to Supervisor/Managers.
• Liaise with other hospitals both NHS and private.
• Liaise with all other staff - clerical, secretarial, wards, diagnostic centre, GP's etc.
• Use computer software/systems - word, excel, Medway, CRIS & ERS.
• Maintain a safe environment within the workplace whilst adhering to Health and Safety policy.
• Cover colleague's sickness/annual leave when necessary.
• Ensure all up to date Trust and Departmental policies and procedures are adhered to.
• Performing all ad-hoc clerical duties as required ie. E-mail, photocopying, typing and telephone calls.

ADMINISTRATIVE RESPONSIBILITIES

• Ensure patient activity is recorded real time on relevant Trust Information System.

TEACHING & TRAINING RESPONSBILITIES

• Take part in Trust appraisal process, agreeing objectives and a personal development plan annually.
• As required attend regular mandatory training and other training courses relevant to the job.

RESEARCH & AUDIT

• Participate in and assist in audits.

Person specification Qualifications

• Educated to GCSE level/NVQ Level 2 and/or equivalent qualification and/or experience
• NVQ 3 in Customer Care or equivalent knowledge through formal training and experience

Knowledge & Experience

• Previous clerical experience
• Able to deal with the public in person and via the telephone
• Knowledge of medical terminology
• Previous NHS experience
• Experience of mentoring and training staff

Skills

• Word Processing Skills
• Self-motivated and able to work with limited supervision
• Able to use own initiative and respond to new challenges
• Manage/prioritise own workload
• Ability to accurately maintain computerised and manual systems
• Ability to relate effectively and communicate clearly and professionally at all levels
• Ability to manage difficult/sensitive situations
• Excellent interpersonal and influencing skills
• Can work well under pressure, produce high quality work and remain calm in difficult situations
• Good communication skills and professional/ pleasant manner

Other

• Ability to build and maintain good working relationships
• Ability to travel to various hospital locations by own car / assisted drive
• Able to work the hours and duties required by the post
• Comply with Trust policies and procedures

Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.

Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.

The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.

Equality, Diversity, and Inclusion
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