Job summary
Employer heading
Ward Administrator Supervisor
NHS AfC: Band 4
Job overview
The Ward Administrator Supervisor will manage a pool of Ward Administrators providing an efficient and effective service to ward areas across the Trust.
The post holder will be expected to organise their own workload and ensure that the Ward Administrators are functioning efficiently and effectively.
A Standard DBS is required for this post.
Main duties of the job
- 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
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
Qualifications
Essential criteria
- Educated to GCSE standard or above
Knowledge & Experience
Essential criteria
- Excellent I.T /Word Processing skills with knowledge and experience of Microsoft Office products
- Significant experience working as a Ward Administrator in the NHS or equivalent experience
Desirable criteria
- Experience of using electronic appointment systems
- Experience of generating and maintain rotas
Skills
Essential criteria
- Ability to work with limited supervision
- Able to use own initiative and respond to new challenges
- Manage 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
- Able to adopt flexible approach when required
- Understanding of confidential nature of the role and awareness of the data protection act
Desirable criteria
- Experience of supervising a team
- Time management skills
- Excellent interpersonal skills
Other
Essential criteria
- Comply with Trust policies and procedures at all times
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
- Amanda Johnson
- Job title
- Administration Services Co-ordinator
- Email address
- [email protected]
- Telephone number
- 0151 676 5283
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