Administration Services Co-Ordinator

Overview

The closing date is 28 June 2026. 22.5 hours per week, Monday - Friday. Hours to be discussed at interview. Based at St Helens Hospital, with an expectation to attend Whiston Hospital when required. This post is a maternity leave cover available 13/09/2026 - 12/09/2027. If applying on a secondment basis, please ensure you have sought approval from your line manager before applying.

We are seeking a highly organised and proactive Administration Services Co-ordinator to lead our administrative teams and support efficient, high-quality services across Clinical Support Services. In this role, you will directly line manage a large team of administrative staff, coordinate workloads, maintain cross cover arrangements and support delivery of key performance targets. You will work closely with the Associate Directorate Manager, contributing to service development, process improvement and operational planning across specialities.

Responsibilities

• Lead and support administrative teams to deliver an efficient service.
• Oversee workloads, cross cover, clinic support and performance monitoring.
• Implement new administrative processes and support training needs.
• Manage HR responsibilities including appraisals, sickness and performance.
• Assist with service planning, reporting and project work.

About you

• Strong administrative management experience.
• Excellent organisational, communication and leadership skills.
• Confident in decision making and working independently within Trust policies.
• Committed to continuous improvement and high quality patient service.

If you're passionate about leading a large admin team and want a role where you can make a real impact, we'd love to hear from you.

Job responsibilities

• 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 and supporting close working relationships between Consultants, Directorate Managers, Secretaries and patients where appropriate, for the specialities within your area of coordination.
• 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.
• Develop office and administrative practices to continually improve service delivery ensuring targets across specialities are maintained.
• Ensuring compliance in relation to new policies i.e. 18 week pathway, inter provider transfer documentation, choose and book administration and patient choice bookings.
• Training staff where necessary.
• Reorganise structure to meet performance standards.
• The post holder is expected to act independently within Human Resources occupational guidelines and manage sickness within areas.

Qualifications

• B TEC NVQ Level 3 Business Administration or equivalent experience.
• Degree level or equivalent experience.
• Qualification in management or leadership.
• Willingness to undertake training in management LAMDI Training, Leadership and Management.

Experience

• Previous NHS experience of at least 2 years supervisory level.
• Providing an audio typing service.
• 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 redesign or change management initiatives.
• Knowledge of a broad range of medical terminology.
• In depth knowledge of the 18 weeks policy.

Skills

• Above average 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 stationery and stock levels.

Other

• Motivated and proactive.
• 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.

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.

£32,073 to £39,043 a year per annum pro rata.