Clinical PA/Coordinator Obstetrics 16 views

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 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 and 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. The post holder will provide a confident professional service to all patients whilst supporting them throughout their care pathway. Confidentiality must always be maintained. The post holder must adhere to Trust Policies and Procedures at all times.

Main duties of the job

• Provide a professional clinical personal assistant service to an agreed set of clinicians.
• Provide expert support in using administrative software such as Microsoft applications,
• Provide administrative support to plan and organise MDT meetings as required.
• 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.
• Responsible for providing accurate, up-to-date, non-clinical advice relating to queries in the department.
• Typing of minutes of meetings.
• Assist the management team in addressing any complaints within the agreed timescales which may have been received within the department.
• 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.
• Support the day-to-day organisation of the clinical teams by managing diaries, coordinating meetings, and ensuring appropriate documentation is available
• 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.

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 newborns, 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 it’s 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

The post holder will provide comprehensive secretarial and administrative support to designated clinical teams as described as receiving support in the Service Specification. Undertaking a range of duties including diary management, meeting arrangement and booking, document creation, leave management, minute taking and minute generation, email
management as agreed.

The post holder will be a key interface for patient enquiries, correspondence and for supporting clinicians’ in managing clinical pathways including results and information requests. The post holder will be the key point for administrative contact with the clinical teams and divisional managers.

Person specification

Skills, Knowledge & Aptitudes

Essential criteria

• Excellent communication skills, both verbally and nonverbally when dealing with patients/relatives and other internal and external agencies especially when providing or receiving complex or sensitive information.
• Observe and adhere to all Trust policies and procedures
• Ability to demonstrate excellent leadership skills, including leading change, empowering others and holding people to account
• Ability to demonstrate an understanding of the importance of confidentiality and the Data Protection Act

Qualifications & Learning

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 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
• Be able to adopt a flexible approach when required by the needs of

Desirable criteria

• Knowledge of a hospital based Patient Administration System
• Experience of audio transcription, letter generation service and diary management

Liverpool Women’s NHS Foundation Trust has a responsibility and is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and for ensuring that they are protected from harm. Every employee of the Trust has a responsibility and is duty bound always to act in the best interest of a child or adult about whom we may have concerns.

Trust policy requires the cost of DBS applications be recovered via salary. The amount of £21.50(standard) or £41.50(enhanced) can be deducted from salary, in manageable monthly instalments for up to 3 months following commencement in post.

The Trust is committed to creating a well-managed,flexible working environment that supports staff & promotes welfare & development. We are committed to promoting equality and diversity;we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community.We operate Zero Tolerance to aggression, violence, bullying and harassment.We will make reasonable adjustments to ensure our recruitment & selection process is accessible to all.Flexible Working applications will be considered.

If you are disabled and have special support needs in applying for a job, attending for an interview or in undertaking any tests as part of a selection process, please contact the Trust’s recruitment team on 0151 7064666 and someone from that team will ensure that the recruiting manager is aware of your particular needs.

Please Note:new entrants to the NHS will normally commence on the first paypoint of the relevant band.

LWH has a responsibility & is committed to safeguarding & promoting the welfare of children, young people & vulnerable adults & for ensuring that they are protected from harm. Every employee of the Trust has a responsibility & is duty bound always to act in the best interest of a child or adult about whom we may have concerns.

Liverpool Women’s Hospital is committed to having a workforce that is representative of the communities we serve. To this end, we particularly welcome applicants from racially minoritised backgrounds, who have a disability, or are members of the Armed Forces, Reservists or Veterans.

For agenda for change banded roles; salary payments will reflect the 2023/24 pay scales. The 2024/25 pay scales will be paid in October 2024 including any backpay due. Therefore should the successful applicant start in post prior to October, the salary will initially reflect the 2023/24 pay scales.