Main area Medicine Grade NHS AfC: Band 3 Contract Permanent: Some evening and weekend work at 2 sites Hours
- Full time
- Flexible working
Site Royal Albert Edward Infirmary Town Wigan Salary £24,937 - £26,598 pa pro rata Salary period Yearly Closing 19/01/2026 23:59
Choose Well - Choose WWL
Job overview
We are looking for a enthusiastic, friendly, confident empathetic Senior Administration Assistant to join our very busy and dynamic clerical team within the Cardio Respiratory Department.
You will be required to advise and supervise clerical staff, plan and book appointments and keep accurate written records. There will be some statistical / audit work required.
You will need to possess excellent communication skills, analytical skills and decision making skills and be confident and empathetic when dealing with highly stressful situations.
Main duties of the job
- To advise and supervise clerical staff, plan and book appointments and keep accurate written records. Some statistical / audit work will be required.
- Be Competent on trust IT systems and telecoms.
- Work well within a team as well on their own initiative.
- Work collaboratively with GP and community partners.
Working for our organisation
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
Detailed job description and main responsibilities
Planning and Organisational Duties
- Planning work of clerical staff including roster of staff over multiple sites, ensuring all daily dutiesare completed
- Decision making such as prioritising work load of the staff to assist with the frequent unscheduledactivity or ensuring that extra activity does not compromise the patient care by cancelling and
moving patients - Booking and managing all patients for multiple procedures, diagnostics and appointments.
- Managing non routine activity such as re-scheduling patients some of which can be more difficultto communicate but provide the best quality of care, managing emergency bookings as well asstand by patients to come in as extra activity
- Problem solve and communicate complex information such as changing or cancelling one type oftest and replacing it with different types which require different pre assessment needs. This
information will be given to the patients who will not necessarily readily appreciate the changes. - Use protocols that requires the patients to stop medication prior to specified diagnostic testing
- Use multiple IT systems to plan Cath lab and clinics lists by using the multiple patients bookingsystem to maximize activity and prevent breaches.
- Communicating with patients as well as multiple teams to ensure pre procedure requirements arecompleted such as ensuring bloods tests are completes, pre op appointment and fasting or
stopping medical therapy are confirmed in line with policies of the department - Co-operate with all disciplines staff of WWL NHS Trust and also our neighbouring trusts for thetransfer of patient activity
- Administration of the patient appointment systems such as creation of templates, changes toappointment letter templates
- Assist in the induction process for new users on the Cardio-Respiratory and Cath Lab includingother relevant IT Systems. Also to include sharing knowledge and experience in CardioRespiratory and Cath Lab administration procedures
- Liaising with porters, wards staff and ambulances regarding the transit of patients and arranging
necessary transport - Liaison with External sources eg: GPs or Tertiary Centres regarding the post diagnostic ortreatment continuity of the patient care.
- Advise manager of trends in referral/waiting times for appointments in line with targets.
- Monitors attendances and DNAs, reports to line manager and ensure appropriate follow ups arearranged as per protocol.
- Receive and process mail, referral letters and telephone calls. Advice available from MDT’s
- Experience in working in a clerical environment with good inter-personnel and communicationskills
- Working without supervision but with obligation to seek advice for those duties/tasks which go beyond prescribed schemes of works
- Produce reports using Microsoft/Excel applications.
- To identify improvements to the service provision of services to the public and manage theimplementation.
- Oversees running of clinics to ensure they are timely and efficient
- Represent the clerical staff at meetings where policy and service development/changes arediscussed.
- Responsible for ensuring all patients receive appropriate review appointments on leaving the unit.
- Monitor and record patient flow through the unit.
- Participate in the audit of the service by preparing reports of data.
- Data input of service/scanning patient result
Communications and Key Working Relationships
- Have a confident, empathetic approach to investigation and negotiate when dealing withoccasional; highly distressing situations such as cancelling patient’s procedures based onthe demand of the acutely ill patients.
- The necessity to communicate either on the telephone or face to face with various internaland external sources both Clinical and Non-Clinical eg: Patients, Clinicians, Trust Staff,Directorate Staff, and Solicitors
- Good communication and interpersonal skills in order to exchange information with patientswho have a variety of barriers to understanding and language, ie use of various languageservices activated when necessary. On occasion there can be distressing or highlyemotional situations that the post holder will be exposed too particularly when the treatmentor operation is to be cancelled
- To maintain good working relationships with all the disciplines even when there can bebarriers to communication
- To respect the individuality, values, cultural and religious diversity of clients and contributeto the provision of a service sensitive to these needs.
Responsibility for Finance
- To identify deficits in resources required to carry out the job and bring to the attention of themanager
- To be responsible for the monitoring of materials and equipment and maintain stocks.
- To organise booking of transport and interpreter services with financial cost to the Service and the Trust
Responsibility for Human Resources
- To maintain personal and professional development to meet the changing demands of thejob, participating in appropriate training activities when required.
- To participate in clinical supervision sessions highlighting development needs
- To comply with annual PDR and appraisal system and to assist in PDR of junior staff
- To contribute to the induction of new staff
Person specification
Qualifications
- Educated to GCSE level or equivalent or able to demonstrate equivalent level of experience
Experience
- Working to deadlines
- Working in an office environment
- Extensive use of hospital/NHS IT systems e.g. SOLUS
- Working as part of a multi-disciplinary team
Skills
- Communicate with others effectively using a variety of methods
- Excellent literacy and numeracy skills
- Prioritise and organise own workload
- Work effectively with IT equipment including excellent keyboard skills
- Competent in the use of Microsoft Office packages
- Problem solving
- Use of initiative
- Works effectively when under pressure
Knowledge
- NHS IT systems and workflow
Additional
- Ability to work effectively both alone and as part of a team, with a commitment to deliver high standards of care
- Reliable, flexible, responsive and proactive.
- Able to travel between sites as required and within appropriate timescales
- Speak English to an appropriate standard relevant to their role i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
Use of Artificial Intelligence in Job Applications
If you choose to use Artificial Intelligence (AI) or other automated tools to help draft your application, please ensure all content is personalised and an accurate reflection of your own skills, experience and professional judgement. AI may be useful for idea generation, grammar, or formatting, but it must not replace your own supporting statement or be relied on as the sole source of content.
Wrightington Wigan and Leigh Teaching Hospitals NHS Foundation Trust does not advocate reliance on AI during applications and expects applications to be genuine and tailored to the role; over-reliance on AI-generated text may negatively affect your application.
For further information and best practice on using AI when applying for NHS roles, please refer to the attached “Applying for a role in the NHS guidance”.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Name Annmarie Pickett Job title Deputy Manager Email address annmmarie.pickett@wwl.nhs.uk Telephone number 03007072445 Additional information
Cerrie Haslam
Deputy Manager of Cardio respiratory Dept, Cath Lab & CDC
Cerrie.haslam@wwl.nhs.uk
