Frailty Administration Assistant in Knowsley

We want talented and enthusiastic people from all backgrounds to join #TeamMWL, 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.

Main area: Administration

Grade: NHS AfC: Band 3

Contract: Permanent - will be required to work on both Southport and Whiston Hospital sites

Hours: Full time - 37.5 hours per week

Job ref: -A

Site: MWL Trust - Various Sites

Town: Prescot & Southport

Salary: £25,760 - £27,476 Per Annum

Salary period: Yearly

Closing: 22/07/ :59

Interview date: 28/07/2026

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/driver assisted.

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).
• Monitor appointments and ad hoc community visits.
• Support the frailty medical team and the Consultant Practitioner in their 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 patients’ 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.
• Compile and update waiting lists for necessary diagnostics procedures.
• 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 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.
• 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.
• 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 i.e. E-mail, photocopying, typing and telephone calls.
• Ordering, organising and monitoring equipment for teams including EBME checks and equipment for new starters.
• Minute taking at meetings and typing up, typing up action plans.

ADMINISTRATIVE RESPONSIBILITIES:

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

TEACHING & TRAINING RESPONSIBILITIES:

• 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 training and experience.

Knowledge and Experience:

• 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:

• Manage/prioritise own workload.
• Ability to accurately maintain computerised and manual systems.
• Ability to manage difficult/sensitive situations.
• 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.

Other:

• 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.

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.

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.

The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager.

Flexible Working: We actively support flexible working patterns throughout MWL.

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.

The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action.

You will be expected to undertake the Trusts' commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.

Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

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