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Community Secretary/Administrator for Community Cardiac Team
NHS AfC: Band 3
Main area Administration Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 18.75 hours per week Job ref 409-7466459
Site Community Cardiac Team Town St Helens Salary £24,937 - £26,598 per annum, pro rata Salary period Yearly Closing 05/02/2026 23:59 Interview date 20/02/2026
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
Apply now for our exciting secretarial post!
The post-holder will support the community cardiac team in the delivery of evidence-based care for patients who have had a cardiac event such as a myocardial infarction, cardiac surgery and heart failure.
The JD & PS are currently under AfC review and are subject to change.
Main duties of the job
* To provide comprehensive secretary and administrative support to the community cardiac team and associated health professionals and actively participate and contribute to the development of the service.
* To provide a customer focused service to its users in the co‑ordination of appointments and workload management for the clinics after liaising with all staff.
Working for our organisation
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1 st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9,000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
* CARE that is evidence based, high quality and compassionate
* SAFETY that is of the highest standards
* COMMUNICATION that is open, inclusive and respectful
* SYSTEMS that are efficient, patient centred and reliable
* PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
* Trust rated Outstanding by CQC Inspection August 2018
* Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
* Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.
Detailed job description and main responsibilities
* To provide a front‑line service for all cardiac service user enquiries, responding to telephone, emails and face to face enquiries in an efficient, tactful and professional manner, redirecting calls as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary.
* To be responsible for maintaining, developing, and managing all aspects of secretarial support clinically and/or administratively.
* The management of the patient booking system to include building of clinic sessions, management of cancellation lists and breaches, data cleansing.
* To act as the Super user for the patient electronic computer system.
* To ensure that appropriate levels of identified stock and lower‑level clinical equipment are requisitioned on the Purchase Ordering system.
* To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys.
* To deal with all internal/external mail and redistribution to relevant department.
* To accept deliveries and ensure these are dealt with promptly.
* To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy.
* To copy type/audio type medical reports which will contain medical/clinical terminology and general correspondence as indicated.
* To manage/ book clinic and meeting rooms within the premises and keep room availability updated as appropriate.
* To manage, update and maintain clinical diaries as requested.
* To communicate verbally and in writing with multi agency services regarding information which may be sensitive and possibly highly distressing.
* To arrange meetings between staff as directed, take notes, and distribute the meeting notes to parties concerned.
* To assist with research and audit activity using a variety of audit tools including the internet.
* To coordinate information received from external partners such as hospital discharge and cardiology clinic letters.
* Responsible for setting up clinics on Systmone.
* Responsible for the collection and assist in the reporting of KPI and Patient Access data.
* To maintain and update of staff duties on E‑roster daily.
* Process all referrals received electronically or by post.
* Exchange of information with patients and carers requiring tact.
* Take telephone calls and signpost to relevant nurse. This may occasionally be distressing or emotional circumstances.
* Collect and input information regarding patients and send results to NACR (National Audit of Cardiac Rehabilitation)
* Input and manage cardiology and post MI clinics on MEDWAY.
Person specification
Qualifications
* 4 GCSEs at grade C or above to include Maths and English or Key skills equivalents
* ECDL or equivalent
* NVQ 3 Business Administration or Customer Care
* Experience of working in a clinic/office environment
* Previous experience of working within the health or social sector
* Previous experience of using an appointment booking system
Experience
* Working within a customer facing environment
* Ability to work to meet deadlines
* Sufficient experience in an administrative role
* Experience of working in a clinic/office environment
Knowledge
* The ability to work flexibly in accordance with service needs
* Ability to communicate effectively with people at all levels, overcoming barriers to communication including difficult or challenging conversations
* Maintenance of confidentiality and diplomacy at all times
* The ability to work flexibly in accordance with service needs
* Ability to file records at high and low levels which may be unwieldy
* Self‑motivated and able to work under a range of pressures
Skills
* Experience of using Microsoft packages to include word, excel, access etc.
* Motivated and able to work as part of a team
* Ability to work on own initiative
* Good organiser of self and workload
* Excellent telephone manner and excellent customer service skills
* Diary maintenance both electronic and manual
* Ability to prioritise workload and delegate as necessary
* Ability to analyse and interpret data and extract relevant information and report and act on appropriately.
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 will be expected to undertake the Trusts' commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
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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