In this role, you will directly line manage a large team of administrative staff, coordinate workloads, maintain cross‑cover arrangements and support delivery of key performance targets. You will work closely with the Associate Directorate Manager, contributing to service development, process improvement and operational planning across specialities. The JD & PS are currently under AfC review and are subject to change. We are seeking a highly organised and proactive Administration Services Co‑ordinator to lead our administrative teams and support efficient, high‑quality services across Clinical Support Services.
What You’ll Do
* Lead and support administrative teams to deliver an efficient service.
* Oversee workloads, cross‑cover, clinic support and performance monitoring.
* Implement new administrative processes and support training needs.
* Manage HR responsibilities including appraisals, sickness and performance.
* Assist with service planning, reporting and project work.
Key Responsibilities
* Prioritise incoming requests for support, using judgement, expertise of specialty and experience to decide on service priorities.
* Maintaining and supporting close working relationships between Consultants, Directorate Managers, Secretaries and patients where appropriate, for the specialities within your area of coordination.
* Introducing and implementing new practices to enhance service development, i.e. developing protocols and procedures for improving clinical secretarial services.
* Provide weekly and monthly planning reports to ensure cross cover support arrangements are being actively monitored.
* Develop office and administrative practices to continually improve service delivery ensuring targets across specialities are maintained.
* Ensuring compliance in relation to new policies i.e. 18‑week pathway, inter‑provider transfer documentation, choose and book administration and patient choice bookings. Train staff where necessary.
* Re‑organise structure to meet performance standards, working closely with Directorate Managers and Secretaries ensuring junior doctor cover is managed across specialties to ensure delivery of service is not compromised.
* Liaise with Consultant secretaries to ensure that Care Groups have the maximum possible notice of consultant leave to limit reduction in capacity within theatres and outpatient clinics.
About Mersey and West Lancashire Teaching Hospitals NHS Trust
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.
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 cover:
* Acute Care – emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
* Primary Care – primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
* Community Services – 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.
* Urgent Care – urgently at our Urgent Treatment Centre located in St Helens town centre.
* Specialist Regional Services – 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
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 [email protected]. 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.
Visa & Immigration
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website. From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement.
Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please check your eligibility before applying for this post as we may be unable to provide sponsorship.
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.
Flexible Working
* 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.
Staff Recognition and Benefits
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.
The Trust is a non‑smoking across all our sites. Failure to follow this rule could lead to disciplinary action.
Safeguarding
You will be expected to undertake the Trust’s 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.
How to Apply
We hope to welcome you to Team MWL very soon.
Qualifications
* Strong administrative management experience.
* Excellent organisational, communication and leadership skills.
* Confident in decision‑making and working independently within Trust policies.
* Committed to continuous improvement and high‑quality patient service.
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