Ward Administrator Supervisor

at  Mersey and West Lancashire Teaching Hospitals NHS Trust

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.
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
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.

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 Manage