Clerical Administrator in Knowsley

An exciting opportunity has arisen for a motivated and organised Clerical Administrator to join our admin team. This is a maternity leave position, contract ends 31/12/2026.

Main duties of the job:

• Processing clinical correspondence, including the printing, preparation and posting of clinical letters, patient results and referral documentation in a timely and accurate manner.
• Logging and monitoring Estates and Facilities requests, reporting maintenance issues and liaising with relevant departments as required.
• Ordering and managing stock levels of office supplies and stationery to support service delivery.
• Providing general administrative support, including filing, scanning, photocopying, data entry and document management.
• Assisting with telephone cover when required, responding to enquiries professionally and directing calls appropriately.
• Supporting colleagues within the wider administrative team to ensure a high-quality and efficient service is maintained.
• Undertaking other clerical and administrative duties appropriate to the role and grade as required.

The successful candidate will possess good organisational skills, attention to detail, and the ability to work effectively both independently and as part of a team. Excellent communication skills and a commitment to delivering high standards of customer service are essential.

Detailed job description and main responsibilities:

• Type dictation from audio transcription of clinical correspondence and documentation.
• Ensure appropriate follow up arrangements/investigations are in place.
• Liaise with relevant Medical Secretary of Specialty accordingly.
• Ensure any actions required regarding 18 week / tertiary referrals are dealt with and actioned.
• Ensure all letters and discharge summaries are copied to the appropriate professionals and other agencies.
• Ensure all outgoing post is sent out within 24 hours of signing (inclusive of out of area GP letters).
• Ensure all action reports are completed daily and all letters / attachments sent out the same day.
• Carry out all stock ordering for speciality areas and completion on SBS.

Person specification:

• Qualifications: Word Processing Skills RSA / OCR II or equivalent experience; Knowledge of medical terminology.
• Experience: Excellent IT skills with knowledge and experience of Microsoft office products; Experience of office procedures; Previous experience within the NHS.
• Skills: Self-motivated and able to work with limited supervision; Able to use own initiative and manage/prioritise own workload; Ability to accurately maintain computerised and manual filing/documentation system; Ability to work as part of a team; Knowledge of internal hospital PAS.
• Other: Able to work the hours and duties required by the post; Able to adopt flexible approach when required; Comply with Trust policies and procedures; Understanding of confidential nature of role and awareness of Data Protection Act.

Benefits:

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 offers a variety of services.

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.

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, is 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.

Employer: 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.