Job summary
- Main area
- Administration
- Grade
- Band 4
- Contract
- 12 months (Fixed Term)
- Hours
- Part time - 30 hours per week (Hours to be discussed with candidates)
- Job ref
- 159-LWH-79-25
- Employer
- Liverpool Women's NHS Foundation Trust
- Employer type
- NHS
- Site
- Liverpool Women's Hospital
- Town
- Liverpool
- Salary
- £26,530 - £29,114 per annum, pro rata
- Salary period
- Yearly
- Closing
- 16/04/2025 23:59
Employer heading
Obstetrics PA
Band 4
Liverpool Women’s NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
At Liverpool Women’s Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.
We believe that this, along with a strong dedication to research and innovation, makes us the specialist health provider of choice in Europe for women, babies and families.
Liverpool Women’s has an excellent reputation and is a centre of excellence. It is an exciting environment to work in and a great place to develop your career for many years to come.
We invite you to review why Liverpool Women's Hospital is a great place to work: https://vimeo.com/556197652
We reserve the right to close any vacancies from further applications when we have received sufficient applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.
Job overview
The Obstetric unit are looking for PA to join their team.
This is a fixed term post for 12 months, for 30 hours per week. Exact hours will be discussed with candidates.
The successful candidate will have excellent communication skills, both verbal and written and will be able to demonstrate the ability to work without direct supervision. Good organisational skills are essential. They will have experience of working within an office or administrative environment, preferably within healthcare.
Main duties of the job
The post holder will provide comprehensive secretarial and administrative support within the Division of the Obstetric Unit. The post holder's main duties will include planning, organising, directing and coordinating the work of the department, diary management, meeting arrangement and booking, document creation, leave management, minute taking and minute generation and email management as agreed.
The post holder will be a key interface for patient enquiries, correspondence and supporting clinicians in managing clinical pathways, including results and information requests. The post holder will be the key to administrative contact with the clinical teams divisional managers. The post holder will also be expected to work with minimum supervision. They will be able to demonstrate flexibility and use their initiative to carry out duties in such a way as to make a direct and positive contribution to the organisation, thus enabling the Consultants to utilise their time efficiently and effectively.
Working for our organisation
Liverpool Women’s NHS Foundation Trust delivers the highest standards of care for women, babies and families. Each year we deliver over 7,500 babies, carry out over 49,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly & preterm new-borns, perform around 1,000 IVF cycles and have over 4,000 genetic appointments taking place. We believe that this along with a strong dedication to research & innovation makes us the specialist health provider of choice in Europe for women, babies and families.
We have some of the leading experts in their field, which has been showcased on national TV and news, making our teams famous across the world for professionalism, skill & compassion.
The Trust is constantly innovating and evolving its services to provide the most cutting edge and modern care possible. As well as developing services on our current site we have long-term aspirations for the future. We have recently launched a number of new strategies which provide a detailed long-term plan for our services.
Check out why Liverpool Women’s NHS Foundation Trust is a great place to work using the links below:
Video: https://vimeo.com/556197652
Online brochure: https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf
Detailed job description and main responsibilities
Provide a professional clinical personal assistant service to an agreed set of clinicians.
Services to be provided include secretarial support to Consultants, junior medical staff and AHPs.
Provide expert support in using administrative software such as Microsoft applications, including Word, Excel, PowerPoint etc. That supports document creation for report writing, presentation, memos and email for corporate managers.
Provide administrative support to plan and organise MDTs and meetings as required.
Work with the divisional management teams to manage Clinicians and on-call rotas as required.
Communicate professionally and effectively with patients/carers, the public and all internal and external agencies both verbally and non-verbally in a timely manner.
Ensure diplomacy, empathy and confidentiality when dealing with distressed patients/carers.
Liaise with clinical and non-clinical staff to resolve any issues that may arise to the mutual benefit of all concerned.
Attend and contribute to departmental meetings, team briefs etc.
Proactively manage telephone calls; many may be sensitive from patients/carers or other healthcare professionals, requiring high patient confidentiality and sensitivity.
Responsible for providing accurate, up-to-date, non-clinical advice relating to queries in the department.
Typing of minutes of meetings and general departmental correspondence when required and within locally agreed timescales.
Work with Consultants and Central Admissions Office in relation to managing waiting lists, admissions, and operating lists, adhering to the Patient Access and Bed Management Policy at all times.
Work flexibly to ensure the needs of the service are always met.
Assist the management team in addressing any complaints within the agreed timescales which may have been received within the department.
Exercise judgement and initiative to manage the workload effectively and efficiently, taking appropriate action to resolve any issues, liaising with appropriate personnel and seeking guidance from the Line Manager when required.
Support Clinicians in identifying how data can be captured and managed securely per the Information Governance and Data Quality Policies.
Undertake a key role in ensuring the delivery of a high-quality patient pathway by working closely with clinical teams to meet national and locally agreed targets by monitoring clinic templates and waiting lists and working closely with the management team to address any issues.
Ensure Clinicians respond and action referrals within locally agreed timescales, ensuring a clear audit trail.
Manage patient data confirming patient demographics are recorded correctly and details checked for authenticity.
Support the day-to-day organisation of the clinical teams by managing diaries, coordinating meetings, ensuring appropriate documentation available for meetings/lectures, preparing documents/presentations, attending meetings to take minutes and typing agendas/minutes.
Coordinate national and international meetings/conferences, including travel arrangements, accommodation etc.
Adapt a flexible attitude to meet the needs of the service.
Proactively support the confirmation of the Clinician's availability, including managing consultant's diaries and annual leave and ensuring the correct clinics are open/closed accordingly.
Person specification
Qualifications
Essential criteria
- Educated to GCSE level or equivalent including English and Mathematics.
- European Computer Driving Licence (ECDL) Qualification or equivalent.
- Holds, currently studying towards or willing to undertake a Medical or General Secretarial qualification such as diploma, advanced diploma, professional certificate or equivalent.
Desirable criteria
- BTEC or equivalent level of knowledge on a range of Trust policies and management procedures, requiring experience or ongoing further development/ training, e.g. Team Leading & Management
- NHS Experience
Experience
Essential criteria
- Experience working in an office or administrative environment, preferably within a healthcare environment.
- Previous experience working in an NHS secretarial/personal assistant role. Experience of aud
- Experience of audio-transcription letter generation service and diary management.
- Demonstrate the ability to organise own duties and prioritise tasks within a busy team environment.
- The use of information systems, e.g. word processing packages, spreadsheets, databases, patient administration systems, email etc.
- Ability to work without direct supervision.
Desirable criteria
- Knowledge of a hospital based Patient Administration System.
- Experience of audio-transcription letter generation service and diary management.
Employer certification / accreditation badges
Applicant requirements
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.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Joyce Melling
- Job title
- Operational Support Manager Family Health
- Email address
- [email protected]
- Telephone number
- 07580909536
If you have problems applying, contact
- Address
-
L9 7AL
- Telephone
- 0151 706 4666
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