Administration Services Co-Ordinator - Cardio Respiratory

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Job overview

The Administration Services Co-ordinator will manage administrative staff to provide an efficient and

effective service to the Trust. The post holder will participate in the development of corporate objectives, policies and strategic plans.

Responsible for ensuring optimum use of physical capacity throughout administration teams to deliver a service and to schedule procedures ensuring that an efficient, timely and patient focussed service, where the clinical needs of patients are met in accordance with the current operating framework and the NHS National Guidelines.

• The post holder will manage a complete administrative service including word processing, audio typing, composition of letters, diary management and appointments.
• Prioritise incoming requests for support, using judgement, expertise of specialty and experience to decide on service priorities.
• Maintaining close working relationships between Consultants, Directorate Managers and patients where appropriate.
• Introducing and implementing new practices to enhance service development, i.e. developing protocols and procedures for improving clinical secretarial services.
• Provide weekly and monthly planning reports to ensure cross cover support arrangements are being actively monitored.
• To undertake a lead role in the recruitment and selection of staff within the department in accordance with Trust policies.
• To ensure all HR policies are communicated widely and implemented.
• Implements general Trust policies within the administrative teams.
• Compliance with the Data Protection Act 1998 and Information Governance

Working for our organisation

The Secretary of State has approved the partnership between St Helens & Knowsley Teaching Hospitals and Southport & Ormskirk Hospitals.

From 1^st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

Our Vision is to deliver 5 Star Patient Care:

• CARE that is evidence based, high quality and compassionate
• SAFETY that is of the highest standards
• COMMUNICATION that is open, inclusive and respectful
• SYSTEMS that are efficient, patient centred and reliable
• PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

Our achievements include:

• Trust rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme

• Participate in ensuring the effective use of all financial resources providing and delivering the service.
• Manage cost improvement programmes within the service and implement.
• Provide the service within budget financial constraints, achieve CIP where required.
• Responsible for signing of time sheets, manpower variations, termination forms and expenses for administrative teams.

• Manage new staff induction and train appropriately.
• Facilitate a supportive learning environment that enables all members of the team to develop.
• Recognise the effective utilisation of all appropriate development resources and opportunities.
• Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues.
• Recognise and accept responsibility for own personal development.
• Manage areas for change within the secretariat which will lead to improvements in quality and efficiency within specialties.
• Project manage any changes required ensuring plans relevant are drawn up with minimum disruption e.g. move into the new build.
• Be expected to provide day to day supervision and on the job training to Administrative Teams.
• Conduct Annual Performance and Development Reviews for all staff ensuring all employees have a Personal Development Plan.

• Develop internal departmental quality assurance measures to validate the quality of transcribed outputs.
• Undertake audits bi-monthly to ensure workloads are disseminated accordingly.
• Audit sickness absence within administration teams.

Undertake any other duties, as required and commensurate with the Band.

The range of duties and responsibilities outlined above are indicative only and are intended to give a broad flavour of the range of type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the post holder.

• To observe the provisions of and adhere to all Trust policies and procedures.
• To actively participate in the annual performance review to identify personal development needs
• To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
• To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement Mersey and West Lancashire Teaching NHS Hospitals Trust “Statement of Policy on Health and Safety at Work” and the Trust corporate “Health and Safety Policies and Procedures”. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
• To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
• The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
• All staff will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
• You will be expected to undertake the Trusts’ commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
• To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous.
• In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal.
• To adhere to relevant Code of Practice of Professional body (if appropriate) .
• The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
• The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trust’s continued organisational development.
• To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the www.gov.uk website. Hard copies are available from the HR Department on request.
• The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.

Person specification

Qualifications

• Educated to GCSEs (A-C) or equivalent experience
• B-TEC NVQ Level 3 Business Administration or equivalent experience
• Educated to degree level or equivalent experience

• Qualification in management or leadership
• Willingness to undertake training in management

Knowledge & Experience

• Previous NHS experience at supervisory level
• Providing an audio typing service / knowledge of dictation systems
• Experience of monitoring quality
• Experience of using Trust IT Systems
• Knowledge of digital dictation systems
• Knowledge of medical terminology
• Understanding the role of IT in delivery of an effective service
• Understanding of 18 week policies, choose and book,patient choice.
• Knowledge of the role of Clinical Secretaries/Ward Clerks
• Knowledge of internal targets

• Assessing and planning workload for others
• Mentoring and developing others
• Experience of developing performance reports for management
• Experience in leading re-design or change management initiatives
• Knowledge of a broad range of medical terminology
• Knowledge of a broad range of medical terminology

Skills

• Excellent verbal skills and ability to communicate in a clear and concise manner
• Ability to implement organisational changes to enhance departments as and when required
• Ability to prioritise and quickly identify the core issues of a situation
• Able to work under pressure and maintain high quality work
• Ability to negotiate with others in the organisation
• Ability to use problem solving skills
• Ability to write letters and written reports to a range of people within the organisation and externally.
• Ability to communicate effectively, demonstrating sensitivity to a range of people and organisations

• Supervised staff
• Ability to prioritise workload of others
• Experience of managing stationary and stock levels

Other

• Motivated and pro-active
• Able to work flexibly across both sites
• Willing to meet the performance criteria set out in the job description and undertake personal and professional development
• An interest in health and medical matters

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

We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups.

As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [email protected]

We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision-making process.

The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click here to check your eligibility before applying for this post as we may be unable to provide sponsorship.

Disclosure and Barring Service Check

If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.

Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.

If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.

Flexible Working

We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:

• All employees have the right to request flexible working from day one of employment.
• There is no limit on the number of requests they can make.
• Employees have the right to make requests, have them considered, regardless of the reason.

At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.

Working for Team MWL

Our Staff Health and Wellbeing programme offer a variety of services.

The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website

You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

The Trust will not accept applications which are found to be AI generated.

Additional Information

Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here.

An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.

Good luck with your application. We hope to welcome you to Team MWL very soon.