Band 3 Administrator

Blackpool Teaching Hospitals NHS Foundation Trust is situated on the west coast of Lancashire, with services covering the local authority areas of Blackpool, Fylde and Wyre. The Trust is part of the Lancashire and South Cumbria Integrated Care System (ICS) supporting a population of around 1.6 million people. We have three main hospitals providing acute services to around 330,000 local residents. The organisation also provides specialist tertiary care for cardiac and haematology services, delivers community health services to over 445,000 residents including those in North Lancashire and hosts the National Artificial Eye Service across England. Plus, we provide urgent and emergency care services to an estimated 18 million people who visit the seaside resort each year. We employ over 7000 people from 68 different countries. We welcome and encourage applications from anyone with protected characteristics, as well as supporting reservists and Veterans who are looking for a rewarding and challenging career within the NHS. Blackpool Teaching Hospitals encourages flexible working in all our roles to support staff in maintaining a healthy home-life balance. Working patterns such as part-time working, self-rostering, compressed hours, annualised hours, term time, reverse term time and flexitime working can be explored.

The post holder will be required to coordinate patients who are under Cardiothoracic surveillance and treatment for aortic aneurysms. Work alongside the aortic multi-disciplinary team to ensure accurate tracking of patients who require surveillance of their aortic aneurysm. Coordinate a spreadsheet for patients on the surveillance pathway to track and indicate readiness for surveillance CT scanning, appointments or for escalation to surgery. Provide general admin support for the aortic nurse specialist including typing, contacting patients, diary co-ordination as required. Attend and minute the aortic MDT meeting ensuring any minutes, tasks and updates are completed as required. Provide secretarial support for the Consultant Anaesthetic workforce as required, point of contact, liaison with services, letter typing etc.

The admin team ensures efficient service delivery, supporting clinical and managerial teams by answering phones, data entry, managing diaries, and other administrative tasks. The post holder will also book medical appointments using an electronic system and communicate with patients via email and telephone. Responsibilities include providing effective administrative support, working flexibly within the team, and contributing to system efficiency. The role requires multitasking in a busy environment, working independently and within a team.

Blackpool Teaching Hospitals NHS Foundation Trust is committed to delivering high-quality, compassionate, and safe care. As part of the Lancashire & South Cumbria NHS Collaborative, we work collaboratively across the region to improve services and outcomes. We are proud to foster a positive, inclusive and values-driven culture based on:

• Caring: Open, compassionate, and supportive.
• Safe: Responsible, accountable, and committed to continuous improvement.
• Respectful: Treating everyone with dignity and fairness.

We also maintain a zero-tolerance approach to bullying, harassment, discrimination and sexual misconduct, ensuring a safe workplace for all staff. As an employer, we value our people and are committed to equality, diversity, inclusion, sustainability, and staff wellbeing. We encourage active travel, environmentally responsible behaviour, and career development through training and support.

Detailed job description and main responsibilities:

• Collaborate effectively as a team member.
• Perform general office duties as required, including filing, typing letters, photocopying, collating and distributing information and managing incoming and outgoing mail.
• Operate and maintain an accurate and secure filing system that is accessible to all staff.
• Maintain spreadsheets and databases, including producing regular information reports.
• Communicate effectively using written, verbal, email and telephone skills.
• Liaise closely with staff, service users and stakeholders professionally.
• Organise day-to-day tasks, prioritising to meet set timescales.
• Contact patients by telephone in a sensitive and confidential manner.
• Be adaptable to change in duties and responsibilities, which may vary depending on service need.

Person specification:

Education and Qualification:

• Good level of basic education to include GCSE Maths and English, NVQ level 2, or evidence of administrative knowledge and skills equivalent to level of qualification NVQ 3 Team leadership or Business Administration or Customer care or equivalent experience.

Experience and Knowledge:

• Good knowledge and understanding of office procedures.
• Experience of working with a range of Microsoft Office packages (e.g. Word, Excel, Outlook, PowerPoint and Access).
• Experience of using Trust IT systems.
• Experience of working in Healthcare.

Skills and Ability:

• Excellent communication/customer care skills both written and verbal demonstrating sympathy and compassion.
• Advanced keyboard/IT skills including audio typing.
• Ability to manage and prioritise own and others’ workload and use own initiative.
• Good organisation skills and ability to multitask.
• Ability to take and transcribe notes of meetings in a timely manner.
• Ability to maintain relevant recording and information systems.
• Ability to deal professionally with enquiries from staff, service users and stakeholders.
• Ability to problem solve.
• Understand confidentiality and apply the principles in everyday working practice.
• Work effectively and flexibly as part of a team to meet the needs of the services.

Any invitation to interview will be sent to the email account stated on your application form. If the role you have applied for requires a Disclosure and Barring Services (DBS) check we will administer this as part of your pre-employment checks. Please note, you will be required to repay the cost on appointment. This will be collected via a salary deduction. You can choose whether to pay this over 1-3 months from your salary or as a one-off payment on commencement in post. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £25.50, Standard DBS check £25.50 and Enhanced DBS check £53.50. You are encouraged where possible, to register for the DBS update service. This is an annual registration fee of £16. By registering for the update service you will not have the additional cost of repeated disclosures. Should you withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. By submitting an application for this vacancy you are confirming your agreement to the above in the event you are successfully appointed. The DBS Code of Practice can be accessed here. Please ensure that you read the Person Specification attached below as your application will be judged against this. Please note that every effort will be made to keep the vacancy live until the published closing date, though there may be instances where such interest is generated, that for administrative reasons the post may close earlier. Please note that in line with national NHS guidelines this Trust operates a strict non-smoking policy. Members of staff are not permitted to smoke on Trust premises or grounds at any time nor take breaks during working hours for the purposes of smoking. The Trust does not offer interview expenses to shortlisted candidates unless indicated in the advert.