We want talented and enthusiastic people from all backgrounds to join #TeamMWL, with us you can learn, grow and develop yourself and your career, realising your true ambitions and aspirations.
Whatever you’re looking for in your career, you’ll find it here at MWL.
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 Administrators 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.
Previous applicants need not apply.
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 elevate 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 transport
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 1 st 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:
- CAREthat 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
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