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Administrative and Clerical Site Managers
NHS AfC: Band 3
Main area Administartive and Clerical Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 30 hours per week Job ref 409-7502995
Site Whistopn Hospital Town Prescot Salary £24,937 - £26,598 per annum, pro rata Salary period Yearly Closing 23/11/2025 23:59 Interview date 04/12/2025
After applying via NHS Jobs, your submitted application will be imported into our preferred Third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.
Job overview
Administrative and Clerical Site Managers
Working pattern (hours) Part time Hours / sessions per week 30 hours per week
This role will support the timely and safe discharge of our patients from acute services and will be the key to ensuring the safe booking and usage of the various transport requirements for patients. The role will work across the 7-day period.
Main duties of the job
Key Responsibilities
KEY DUTIES
* Receptions service for visitors, telephone callers and mail.
* Support the timely and safe discharge of our patients from acute services and will be key to ensuring the safe booking and usage of the various transport requirements for patients.
* Ensure that all referrals (discharge notifications) are checked, recorded and inputted on appropriate databases/systems and ensure they are sent to appropriate areas.
* Ensure that recording, processing and updating local authority systems is in line within their specific policies and procedures.
* Updating sickness and absence procedures.
* Organise stationery and equipment orders.
* Information and data processing and reporting.
* Raising invoices for order taking.
* Minute taking.
* Updating Master Control Plan (patients who are medically optimised).
* All other duties that are considered appropriate to the post.
Working for our organisation
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.
You will be expected to undertake the Trusts' commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
Detailed job description and main responsibilities
Key Responsibilities
KEY DUTIES
* Receptions service for visitors, telephone callers and mail.
* Support the timely and safe discharge of our patients from acute services and will be key to ensuring the safe booking and usage of the various transport requirements for patients.
* Ensure that all referrals (discharge notifications) are checked, recorded and inputted on appropriate databases/systems and ensure they are sent to appropriate areas.
* Ensure that recording, processing and updating local authority systems is in line within their specific policies and procedures.
* Updating sickness and absence procedures.
* Organise stationery and equipment orders.
* Information and data processing and reporting.
* Raising invoices for order taking.
* Minute taking.
* Updating Master Control Plan (patients who are medically optimised).
* All other duties that are considered appropriate to the post.
CLINICAL & PROFESSIONAL RESPONSIBILITIES
* Maintain trust professional standards.
* To ensure the confidentiality of all patient information in line with Data Protection/ Caldecott legislation.
* To ensure the privacy and dignity of all patients is paramount and not compromised.
TEACHING & TRAINING RESPONSIBILITIES
* Keep up to date with mandatory training.
* Develop own skills and knowledge and contribute to the development of others.
AUDIT
* Assist colleagues in the undertaking of audits.
GENERAL DUTIES
* To observe the provisions of and adhere to all Trust policies and procedures.
* To actively participate in the annual performance review to identify personal development needs.
* To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
* To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement Mersey and West Lancashire Hospitals NHS Hospitals Trust “Statement of Policy on Health and Safety at Work” and the Trust corporate “Health and Safety Policies and Procedures”. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
* To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
* The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment. All staff therefore who come into contact with children, young people and vulnerable adults have a responsibility to ensure they are trained and competent to be alert to potential indicators of abuse or neglect and know how to act on their concerns in line with the policies and procedures of Mersey and West Lancashire Teaching Hospital NHS Trust.
* The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
* All staff will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
* To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous.
* In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal.
* To adhere to relevant Code of Practice of Professional body (if appropriate)
* The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
* The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trust’s continued organisational development.
* To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the www.gov.uk website. Hard copies are available from the HR Department on request.
* The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.
Person specification
Qualifications
* Educated to GCSE level or equivalent qualification and/or experience
* RSA/OCR III and/or equivalent qualification and/or experience
Experience
* Microsoft Office Products Experience
* Ability to work as part of a team
* Experience working in an NHS environment
* Understanding of Trust Internal Policies as appropriate
Skills
* Word Processing Skills
* Audio-Typing Skills
* Medical Terminology
* Ability to accurately maintain computerised and manual filing / documentation systems
* Ability to use own initiative and work independently
* Capability to adapt to most situations
* Reliable and conscientious
* Ability to manage difficult/sensitive situations
* Able to work the hours and undertake duties required
* Time Management Skills
* Knowledge of Trust computer systems
* Excellent interpersonal skills
Other
* Ability to travel across hospital sites when required
* Comply with Trust policies and procedures at all times
* Ability and willingness to undergo further training for the post
* Understanding of confidential nature of role and awareness of Data Protection Act
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.
Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.
The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.
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.
If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact Recruitment@merseywestlancs.nhs.uk
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 are 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.
Certificate of Sponsorship
Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click here to check your eligibility before applying for this post as we may be unable to provide sponsorship.
eVisa Update
For successful candidates on selected work and study visa routes, who have completed and paid for their applications will no longer receive a visa vignette in passport as evidence of their permission to enter the UK.
Instead, you will be issued with an eVisa only, which is accessed by creating a UKVI account.
Before travelling to the UK, we advise applicants to:
* Understand how to generate an eVisa share code
Disclosure and Barring Service Check
If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.
Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.
If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.
Flexible Working
We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:
* All employees have the right to request flexible working from day one of employment.
* There is no limit on the number of requests they can make.
* Employees have the right to make requests, have them considered, regardless of the reason.
At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.
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. Along with supporting you to achieve your career goals 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 offer a variety of services.
The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website.
You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.
The Trust will not accept applications which are found to be AI generated and will check all applications against AI detection software.
Additional Information
Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here .
An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.
Good luck with your application. We hope to welcome you to Team MWL very soon.
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.
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