Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 409-7665894
- Employer
- Mersey and West Lancashire Teaching Hospitals NHS Trust
- Employer type
- NHS
- Site
- Whiston Hospital
- Town
- Prescot
- Salary
- £27,485 - £30,162 per annum
- Salary period
- Yearly
- Closing
- 18/03/2026 23:59
Employer heading
Ward Administrator Supervisor
NHS AfC: Band 4
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
We are looking for an organised, motivated Ward Administrator Supervisor to support and lead our team of Ward Administrator across the Trust. 37.5 hours per week, Monday – Friday 8am – 4pm. Based at Whiston Hospital with travel to St Helens Hospital required at times
About You
You should have:
- Strong IT skills and experience using Microsoft Office.
- Minimum 2 years’ experience as a Ward Administrator (or equivalent experience).
- Excellent communication, organisational and interpersonal skills.
- Experience supervising or supporting staff.
- Ability to prioritise, work independently, and handle sensitive situations professionally.
- Understanding of confidentiality, data protection and Trust policies.
Interview to take place on a date to be confirmed
The JD & PS are currently under AfC review and are subject to change.
Main duties of the job
About the Role
You will:
- Coordinate and supervise Ward Administrators to ensure efficient ward administrative support.
- Manage rotas, annual leave, sickness reporting and return‑to‑work processes.
- Support recruitment, conduct appraisals, and ensure completion of mandatory training.
- Act as the first point of contact for administrative queries and escalate issues where required.
- Maintain high standards of data quality across Trust systems (ESR, E‑Rostering, CareFlow).
- Provide patient‑facing admin support including appointment booking, ward enquiries and arranging transpor
What We Offer
- Supportive leadership and development opportunities.
- A friendly, flexible working environment.
- A key role in improving admin support across our wards.
If you are enthusiastic, proactive and passionate about delivering excellent administrative services, we welcome your application.
Working for our organisation
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1st 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 9000 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
KEY DUTIES
- Plan, prioritise and help organise the workloads of the Ward Administrators. Ensuring flexibility across identified wards on a daily basis to aid the smooth running of the wards. Co-ordinating rotas and covering ward areas personally when needed.
- Monitor and record flexible working arrangements of the Ward Administrators. Overseeing time keeping / signing in sheets.
- Authorise and record annual leave ensuring adequate staffing levels are maintained.
- Record sickness/absence and annual leave on the Trust ESR system, monitoring sickness and carrying out return to work interviews in line with Trust Policy. Ensuring that staff personal files are maintained.
- Carry out return to work interviews, welfare meetings and trigger point meetings for staff, escalating further trigger points to the Administration Services Co-ordinator in line with the Attendance Management Policy.
- Carry out appraisals for Ward Administrators as appropriate and report accordingly on ESR.
- Carry out any training and development needs which are required by staff
- Ensure all Trust mandatory training is up to date for Ward Administrators and report accordingly on ESR.
- Organise and order stationary items for ward areas as requested by the Ward Administrators as appropriate.
- Resolve patients and visitor’s problems adopting a courteous manner at all times
- Act as point of contact for the team and resolving staff issues using own judgement, and maintaining communication at all times. Recognise when issues should be escalated to Administration Services Co-ordinator.
- Inform Administration Services Co-Ordinator of any staff requesting a revision of contractual changes i.e. request of change in days/hour or resignation, therefore enable to correct paperwork to be completed.
- Meet weekly with Administration Services Co-ordinator to discuss any performance issues with staff that require managing and also refer any formal conduct behavioural issues accordingly to the Administration Services Co-ordinator
- Ensure all Trust policies are communicated to staff and implemented
- Input to the Trust ESVL system monthly for staff to record and approve all overtime worked, informing the Associate Directorate Manager of any hours that need recharging.
- Request and input hours onto E-Roster system weekly for all bank staff
- Advertise job vacancies and take part in the interview process for all Ward Administrators job roles.
- Carry out team meetings once a month, to deliver Team Brief, action any issues
- Deal with any datix incidents raised around errors from Ward Administrators
- To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
- Chase HRS (Health Record Supplements) for all inpatients and ward attenders
- Book outpatient appointments for patients where appropriate
- Ensure any ward attender or outpatient activity is accurately recorded on the PAS system where necessary, and also using word and excel packages.
- Answer telephone calls and liaise with patients and relatives regarding admission, discharge and transfer
- Organise ambulances for return and discharge of patients with North West Ambulance Service
- Request letters/patient information/medical records from other hospitals
- Create high quality signs and documents relating to ward information
- Work with members of the multi-disciplinary team to maintain high standards of data quality, following the requirements of the Data Quality Policy as required
- Make deliveries of key documents and/or other items to other areas of the hospital as required
- Print patient labels and wristbands
- General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
- Attend appropriate training, meetings and education sessions at the request of manager
- Work with managers to review working practices, ways of working and find solutions to problems. Suggest and implement new ways of working where necessary.
- To work in a flexible manner in accordance with the Trust Policy.
- Obtain information as and requested by Administration Services Co-ordinator
- Any other duties required by Line Manager
Person specification
Our Values
Essential criteria
- We are Kind
- We are Open
- We are Inclusive
Qualifications
Essential criteria
- GCSE Standard or above
- Word Processing skills
- Good English Language skills
- ECDL Qualification or equivalent qualification and or experience
- NVQ level 3
Knowledge & Experience
Essential criteria
- Excellent I T skills with knowledge and experience of Microsoft office products
- 2 years’ experience working as a Ward Administrator in the NHS or equivalent experience
Skills
Essential criteria
- Self-motivated and able to work with limited supervision
- Able to use own initiative and respond to new challenges
- Mange and prioritise own workload
- Excellent communication skills
- Ability to manage difficult/sensitive situations
- Ability to accurately maintain computerised and manual filing/documentation system
- Ability to work as part of a team
- Ability to supervise and motivate a team
Desirable criteria
- Experience of supervising a team
- Time management skills
- Excellent interpersonal and influencing skills
- Good understanding of the Trust Internal policies as appropriate
Other
Essential criteria
- Able to work hours and duties required by the post
- Able to adopt flexible approach when required
- Ability to build and maintain good working relationships
- Comply with Trust policies and procedures
- Understanding of confidential nature of the role and awareness of the data protection act
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.
Documents to download
Further details / informal visits contact
- Name
- Charlotte Preston
- Job title
- Administration Service Co-ordinator
- Email address
- [email protected]
- Telephone number
- 0151 676 5352
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