Frailty Administration Assistant
By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.
Job overview
Applications are invited from enthusiastic, hardworking, self-motivated and committed individuals to join our Frailty Department in both Southport and Whiston Hospitals. The successful candidate will be the first point of contact for users of the service and must be friendly, helpful and have excellent communication skills with the ability to deal with sensitive and confidential information.Excellent computer literacy is essential but training will be given to become familiar with systems operated within this department.
The Frailty Administration Assistants will provide an administrative / operational service for Mersey & West Lancashire Trust and other external Trusts.
They will assist to co-ordinate the attendance/admissions of patients to the Virtual Frailty Ward/ Urgent Community Response at Southport, Whiston & St Helens Hospitals and for day case & out-patient procedures
To provide an efficient, timely and patient focussed service to the Trust in order to support a high standard of clinical care to the patients.
There is a need to be able to work to and withstand the pressure of a 'busy' department and it is essential that you are able to work on your own initiative.
The successful candidate must have a flexible approach to their working hours and be able to drive/drover assisted.
Interview date Thursday 19.12.24 - no alternative dates available
Main duties of the job
To support the admin coordinator for the admission/attendance of patients on the Frailty Virtual ward / Urgent Community Response and other Frailty Service. To support the clinical staff in coordinating appointments and community visits and ensuring up to date record keeping.To support the admin coordinator in maintaining the data of the Frailty services and work between different Electronic Patient record Systems (EMIS/ Careflow) In so ensuring that an efficient, timely and patient focused service is provided, and the clinical needs of patients are met in accordance with the current operating framework and the NHS National Guidelines.
Working for our organisation
The Secretary of State has approved the partnership between St Helens & Knowsley 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
Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.
Detailed job description and main responsibilities
KEY DUTIES- Monitor appointments and ad hoc community visits.
- Support the Frailty Medical Team and the Consultant Practitioner with day-to-day work.
- Type follow up letters via dictation for the clinical team.
- Update EMIS / Careflow (and other potential future EPR systems) and spreadsheets with patient’s data.
- Ad-hoc clerical duties to include participating in MDT, facilitating meeting, actions as appropriate.
- Support the admin coordinator who is responsible for organising patient attendance for Frailty Falls clinic 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. Monitor patient lists from Monitor referrals from the NHS e-referral system.
- Deal efficiently and effectively with telephone calls (patient, consultants, secretaries, 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 within the relevant NHS maximum waiting times.
- Telephone patients with details of cancellations/admissions when required.
- 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 backfilling if appropriate.
- Ensure all cancelled day case admissions or out-patient attendances (both patients and hospital initiated) and DNAs are followed up and recorded efficiently.
- Provide general advice and guidance to patients and relatives on admissions/attendance.
- Inform wards, secretaries, consultants and the Frailty team of all arranged attendances or any changes/cancellations.
- Recording, accessing and updating Patient Information on Careflow and EMIS system in a timely and accurate manner.
- Cover colleagues in other Frailty Admin Services
- When booking urgent patients, ensuring wards, TCI requirements, operational services, are aware of patient’s attendance/admissions.
- Keep electronic diaries up to date.
- Liaise with all other staff – clerical, secretarial, wards, GP’s, Community Nurses and other Clinical Staff
- Use computer software/systems – word, excel, Emis/ Careflow/ Careflow Connect
- 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.
- Ordering, organising and monitoring equipment for team- including EBME checks and equipment for new starters.
- Minute taking at meetings and typing up, typing up action plans.
- Typing up action plans
Previous applicants need not apply.
Person specification
Qualifications
Essential criteria- Educated to GCSE level/NVQ Level 2 and/or equivalent qualification and/or experience
- NVQ 3 in Customer Care or equivalent knowledge through training and experience
Knowledge and Experience
Essential criteria- Previous clerical experience
- Able to deal with the public in person and via the telephone
- Management of patient appointments and staff diaries
- Experience of taking and typing minutes of meetings
- Knowledge of medical terminology
- Previous NHS experience
- Experience of mentoring and training staff
Skills
Essential criteria- Significant Word/ Excel skills
- Manage/prioritise own workload
- Ability to accurately maintain computerised and manual systems
- Ability to manage difficult/sensitive situations
- Time management skills
- Can work well under pressure, produce high quality work and remain calm in difficult situations
- Self-motivated and able to work with limited supervision
- Able to use own initiative and respond to new challenges
- Excellent communication skills
Other
Essential criteria- Ability to build and maintain good working relationships
- Able to work the hours and duties required by the post
- Ability to travel to various Trust locations by own car/driver assisted
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 actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce.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).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years.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
Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts.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.