Ward Administrator Supervisor in Knowsley

Ward Administrator Supervisor – 37.5 hours per week, Monday – Friday 8am – 4pm. Based at Whiston Hospital with travel to St Helens Hospital as required.

Key Duties

• 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 first point of contact for administrative queries and escalations.
• 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.
• Record and monitor flexible working arrangements, timekeeping and sickness/absence data in the Trust ESR system.
• Carry out return-to-work interviews, welfare and trigger point meetings; report to Administration Services Co‑ordinator.
• Authorise and record annual leave, ensuring adequate staffing levels.
• Conduct appraisals and training needs assessments, providing reports on ESR.
• Order stationery and other supplies for ward areas.
• Resolve patient and visitor issues, maintaining courteous communication.
• Maintain staff personal files and ensure compliance with Trust policies.
• Input and validate overtime, rota, and HRS data across Trust systems.
• Advertise vacancies and participate in the interview process for Ward Administrator roles.
• Facilitate weekly meetings, team briefs and action items.
• Address datix incidents and ensure errors are minimized.
• Handle telephone calls, patient admissions, discharges, and transfers with empathy and discretion.
• Arrange ambulances and collect HRS, letters, and medical records as required.
• Produce high‑quality signage and documents related to ward information.
• Collaborate with multidisciplinary teams to uphold data quality and adhere to the Data Quality Policy.
• Coordinate deliveries and perform general office duties including mail and electronic correspondence.
• Attend training, meetings, and educational sessions mandated by the manager.
• Review and improve working practices, suggesting and implementing new approaches.
• Work flexibly in accordance with Trust policy.
• Perform any other duties assigned by the Line Manager.

Qualifications & Experience

• GCSE standard or above.
• ECDL qualification or equivalent.
• NVQ level 3 (preferred).
• Minimum 2 years’ experience as a Ward Administrator (or equivalent) in the NHS or similar environment.
• Proficiency with Microsoft Office and other digital systems.
• Strong IT skills.

Skills & Personal Attributes

• Self‑motivated with ability to work independently and with limited supervision.
• Strong initiative and problem‑solving skills.
• Excellent communication, interpersonal and influencing abilities.
• Capacity to manage difficult or sensitive situations.
• Organisational skills, including prioritisation and workload management.
• Ability to supervise and motivate a team.
• Good understanding of Trust policies and data protection.

Benefits

• Supportive leadership and development opportunities.
• Flexible working environment.
• Key role in improving administrative support across wards.
• Competitive salary in line with NHS banding and pay grades.
• Annual leave: 27 days pro‑rated on commencement.
• Pension scheme and opportunities for pension contribution matching.
• Access to a range of NHS discounts and staff wellbeing programmes.

Equality, Diversity and Inclusion

We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspectives and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion, age, gender identity, marital status, pregnancy or maternity and in particular those from under‑represented groups.

Disclosure and Barring Service Check

Applicants for this post may be subject to a Disclosure to the Disclosure and Barring Service. Costs for DBS checks are deducted from salary after appointment.

Flexible Working

All employees have the right to request flexible working from day one of employment and there is no limit on the number of requests.