Ward Administrator Supervisor

Go back Mersey and West Lancashire Teaching Hospitals NHS Trust

The closing date is 18 March 2026

We are looking for an organized, 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.

We will coordinate and supervise Ward Administrators to ensure efficient ward administrative support, manage rotas, annual leave, sickness reporting, recruitment, appraisals, training, and act as the first point of contact for administrative queries.

• Strong IT skills and experience using Microsoft Office.
• Minimum 2 years’ experience as a Ward Administrator (or equivalent).
• 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.

• 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 escalates issues where required.
• Maintain high standards of data quality across Trust systems (ESR, E‑Rostering, Care Flow).
• Provide patient‑facing admin support, including appointment booking, ward enquiries and arranging transport.
• Resolve patient and visitor problems courteously at all times.
• Act as point of contact for the team and resolve staff issues, escalating to the Administration Services Coordinator when necessary.
• Inform the Administration Services Coordinator of staff requests for changes to contractual terms.
• Meet weekly with the Administration Services Coordinator to discuss performance issues and refer formal conduct matters.
• Ensure all Trust policies are communicated to staff and implemented.
• Input overtime into the Trust ESVL system and inform the Associate Directorate Manager of hours requiring recharging.
• Request and input hours onto the E‑Roster system weekly for all bank staff.
• Advertise job vacancies and participate in the interview process for Ward Administrator roles.
• Conduct team meetings monthly to deliver the Team Brief and address issues.
• Deal with datix incidents raised around errors from Ward Administrators.
• Call patients promptly and politely, using tact, discretion and empathy.
• Chase HRS (Health Record Supplements) for all inpatients and ward attenders.
• Book outpatient appointments where appropriate.
• Record ward attender or outpatient activity accurately on the PAS system, using Word and Excel.
• 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 and medical records from other hospitals.
• Create high‑quality signs and documents relating to ward information.
• Work with the multi‑disciplinary team to maintain high data quality standards following the Data Quality Policy.
• Make deliveries of key documents and other items to other hospital areas as required.
• Print patient labels and wristbands.
• Perform general office duties, including handling mail, e‑mail, fax and photocopying, and participate in office housekeeping.
• Attend appropriate training, meetings and education sessions as requested by the manager.
• Work with managers to review practices, find solutions to problems and suggest new ways of working.
• Work flexibly in accordance with the Trust Policy.
• Obtain information requested by the Administration Services Coordinator.
• Perform any other duties required by the Line Manager.

• Supportive leadership and development opportunities.
• A friendly, flexible working environment.
• A key role in improving admin support…