Ward Administrator

To work flexibly across identified wards dealing with staff and patients on a daily basis to aid the smooth running of the wards. To provide administrative support to the ward, making appointments and arrangements for staff, patients and relatives/carers as necessary., The ward administrators are required to provide an excellent administration service to the ward and all staff as required., + Book outpatient appointments for patients
+ Resolve patients, staff and visitor's problems adopting a courteous manner at all times.
+ Welcome patients to come into the ward/area and keep them updated on bed availability.
+ Chase HRS (Health Record Supplements) for all inpatients and ward attenders
+ Ensure any ward attender or outpatient activity is accurately recorded on the PAS system.
+ Book flights and taxis for out of area patients
+ Arrange accommodation for relatives where necessary.
+ Answer telephone calls and liaise with patients and relatives regarding admission, discharge and transfer.
+ Deliver and collect patients and staff mail within the ward.
+ Ensure adequate stationery is ordered in a timely manner and stored appropriately.
+ Organise ambulances for return and discharge of patients with North West Ambulance Service
+ Create spread sheets for ward information as required.
+ Request letters/patient information/medical records from other hospitals.
+ Create high quality signs and documents relating to ward information.
+ Report and follow up all IT faults to the IT helpdesk.
+ Attend ward meetings and any relevant courses.
+ 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.
+ Provide clerical support to ward manager, including taking notes at meetings as necessary.
+ Photocopy any necessary documentation as directed by the ward manager.
+ Hand deliver any urgent diagnostic requests and pharmaceutical requests (TTO's)
+ Make deliveries of key documents and/or other items to other areas of the hospital as required.
+ Operate secure access to ward/relevant area, ensuring no unauthorised visitors or personnel enter the area.
+ Print patient labels and wristbands.
+ Adhere to all relevant Trust policies and guidelines.
When covering for colleagues in specific areas eg AMU and ICU, Ward Administrators will have a requirement to cover duties described in the following addendum.
Addendum To Standard Duties:
Ward Administrators employed to cover specific areas within the Trust will have a requirement to cover duties as described in the following addendum to duties:
Direct Patient Access Areas and Specialist Areas (eg AMU, Delivery Suite, ICU)
+ Prepare case note trolleys for three daily ward rounds.
+ Generate up to date list of patients requiring medical review on other wards for Physician of the Day
+ Provide emergency out of hours Ward Administrator support to the Care Group
+ Provide clerical support, including taking minutes as required, to the Ward Manager and Matron
+ Ensure Health Record Supplements are maintained.
+ Collect documentation and enter information into speciality specific patient information systems (eg Critical Care Minimum Data Set and Intensive Care Nursing Audit Research Centre)
+ Process donations, patient cash and valuables, liaising with General Office to ensure such items are handled appropriately.
+ Prepare ICU files for audit purposes.
+ Escort visitors to bereavement office as required.
+ Deal with referrals from secretaries when unit secretary is not available, liaising with the multi-disciplinary team as necessary.
+ Liaise with social services, community midwifery teams, registry office, theatres, etc
+ Generate hospital numbers for babies and unbooked mothers.
+ Ensure birth notifications completed.
Thank you for considering an application to work for Mersey West Lancashire NHS Trust. You are part of an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.
Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.
The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.
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, perspective 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/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups.
As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.
If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [email protected]
We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.
The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision-making process.
The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click here to check your eligibility before applying for this post as we may be unbale to provide sponsorship.
Disclosure and Barring Service Check
If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.
If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.
Flexible Working
We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:
· All employees have the right to request flexible working from day one of employment.
· There is no limit on the number of requests they can make.
· Employees have the right to make requests, have them considered, regardless of the reason.
At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.
Working for Team MWL
Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.
The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website
The Trust will not accept applications which are found to be AI generated.
Additional Information
Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here.
An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.
Good luck with your application. We hope to welcome you to Team MWL very soon.

The Secretary of State has approved the partnership between St Helens & Knowsley Teaching Hospitals 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:
· 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