Administration Clerk – Emergency Department
Go back Mersey and West Lancashire Teaching Hospitals NHS Trust
The closing date is 29 April 2026
We are currently looking for flexible and hardworking individuals, to join our team of valuable and conscientious administration staff.
The Emergency Department is a very busy and demanding area of work but can offer great job satisfaction to its staff.
Part time and full time positions available.
Previous applicants need not apply.
Please be aware, that we may close a vacancy earlier than stated, should a sufficient number of applications be received, you are therefore advised to apply at your earliest convenience.
Please note, interviews may include assessment tasks.
The JD & PS are currently under AfC review and are subject to change.
Main Duties of the Job
You must have a flexible approach to working in order to meet the needs of the service. The role will include rotation to early, late and night shifts and it is therefore essential that when applying you are able to meet the required shift patterns.
The role is ‘front of house’ and the successful candidate will need to provide high level customer service at all times and possess excellent communication skills, be of smart appearance and professional at all times. Previous experience within a similar setting or busy reception area is essential, keyboard skills are essential and full training will be given to become familiar with systems operated within the unit.
Please see the attached Job Description and person specification for full details.
Job Responsibilities
* To provide patients, visitors and colleagues with polite, helpful and courteous reception.
* To act and respond appropriately with tact and persuasion when faced with agitated and aggressive patients and members of the public (e.g. poorly and anxious patients and relatives, patients under the influence of drugs and alcohol, or attending with mental health issues).
* Accurately register Emergency Department patient demographics as they arrive in the department using the Trust Medway Clinical Systems cross‑referencing against NHS Spine Portal, ensuring systems are updated in real time following departmental procedures to prevent duplicate registrations, and printing up-to‑date patient demographic labels.
* To work as directed by the nurse in charge for rapid registration of ambulance cases.
* Identify any overseas visitors by checking present and previous addresses within the last 12 months; notify appropriate Overseas Visitors Liaison personnel and ensure patients complete overseas documentation for their consultation.
* Facilitate clinics, including booking/rearranging appointments, preparing, attending and closing clinics in real time, generating and sending GP attendance letters in real time, ensuring CQUIN targets are met.
* Ensure all health records and health record supplements are produced, traced, dispatched and received on the Patient Administration System using appropriate case‑note folder location and following data‑quality procedures.
* Register all health record (HRS) movements for patients being admitted to hospital, including dispatching HRS notes to other locations in the Trust; ensure delivery to nursing staff of original Emergency Department documentation and/or health record supplements incorporating continuation sheets and patient‑identifiable information.
* Manage the patient out‑of‑hours process for issued prescriptions.
* Arrange ambulance transport and taxis for patients and relatives as requested.
* Prepare patient health records for electronic scanning, ensuring compliance with operational procedures.
* Scan all ED documentation relating to patient attendance into the electronic document management system in real time.
* Produce barcode sheets for each health record to be electronically scanned.
* Clean, test and calibrate scanners before use each day.
* Scan archived A&E documents adhering to defined process‑model parameters and auditing benchmarking procedures.
* Provide cross‑covering work for all areas of the Emergency Department, including the Emergency Assessment Unit, paediatric area, stretcher triage and reception, ensuring a comprehensive administration service is delivered, completing registers and updating the computer system.
* Deal appropriately with all enquiries and requests via fax, telephone and e‑mail, ensuring a responsive service is delivered.
* Handle complaints on a first‑line basis or refer to the nurse in charge of the clinic or relevant department/staff member.
* Support the Trust’s patient activity processes and meet relevant departmental targets through clerical duties.
Training Responsibilities
* Attend all IT training and keep abreast of updates as they occur.
* Attend all Trust mandatory and departmental non‑clinical training.
* Maintain up‑to‑date Adult and Children’s safeguarding Level 2 training.
* Remain aware of records management, information governance, Caldicott, confidentiality and data protection act requirements.
* Attend relevant customer‑care workshops and develop personal resilience skills.
Person Specification
Qualifications
* Educated to GCSE level or equivalent qualification and/or
Knowledge
* Experience of working in an administrative role.
* Experience dealing with the public face‑to‑face.
* Experience working in a busy clinical environment.
* Previous NHS clerical experience within acute settings.
Skills
* Good team worker supporting colleagues.
* Show initiative and be self‑motivated; work well under pressure and remain calm in difficult situations.
* Good organisational skills.
* Knowledge of data quality, data protection and information governance.
Other
* Flexible working hours/shifts/evenings/weekends to meet the demands of the Trust Emergency Care Service.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such 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.
Salary
£25,272 a year per annum, pro rata if part time.
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