Administration Supervisor | Mersey and West Lancashire Teaching Hospitals NHS Trust

An exciting opportunity has become available in the Community Admin Services Team in St Helens for an Administrative Supervisor.

This role will be throughout the whole of St Helens covering Newton Community Hospital, Haydock Medical Centre, Lowe House Medical Centre, Fingerpost Medical Centre, St Helens Hospital and Rainhill Clinic. This role provides line management for admin staff based in all the above bases.

• To provide leadership management, supervision, and development of an effective flexible administrative support team, and provide comprehensive confidential secretarial and administrative function to a multi-disciplinary team working both autonomously and as part of the team, resolving or referring problems as necessary.
• In addition the post holder will have an important role in assisting the Administrative Service Manager as a focal point for communication for all staff within the team.
• The post holder will contribute to the development and management of the administrative and clerical support services provided across services.
• The post holder will establish, maintain and develop professional working relationships with all departments to ensure fit for purpose service is delivered.
• Reporting to the Administration Service Coordinator the post holder will work under their own initiative and will have significant discretion to manage their own workload.
• The post holder will manage and delegate tasks are appropriate to their team.
• To provide an efficient and effective reception service and clerical support to the multidisciplinary clinical teams.

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.

We strongly believe that the communities we serve should all have access to Five Star Patient Care.

Our services:

Acute Care

Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.

Primary Care

Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.

Community Services

We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.

Specialist Regional Services

We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.

• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme

• The post holder will demonstrate an attitude which respects and values service users’ and their careers. The post holder will embrace the core values of the organisation. These principles will recognise the need to:
• Promote safe practices
• Value the aims of service users
• Work in partnership and offer meaningful choice
• Be optimistic about the possibilities of meaningful change
• Value social inclusion

• Directly manage and supervise on a day to day basis members of the Administrative Team to include Personal Development Plans/individual Performance Reviews and provision of advice and support as appropriate.
• Responsibility for ensuring the provision of effective and efficient administrative support to a multidisciplinary team including the organisation of staff ensuring adequate staff absence cover across the service and Borough Wide.
• Responsibility for providing regular formal supervision for each member of the Administrative Team providing leadership, promoting a learning culture for colleagues and other agencies
• Responsibility for the provision of a range of typing, administrative and clerical support through staff in the Administrative Team
• To co-ordinate/participate in the recruitment process as necessary, including job advert, short listing and interviewing prospective candidates as a member of the interview panel, and liaising with HR with regards to progress.
• Responsibility for the completion of SVLs/E-Roster for the Admin Team, ensuring documentation is accurate and completed within designated timescales.
• Responsibility for the recording of staff absence in accordance with inter-agency policies and processing of the sickness absence policy. In addition, undertaking return to work reviews of the Administrative Team
• Monitor quality standards in the administrative team in respect of departmental communications including manual/computer data, file archiving etc.
• Assist Administration Service Coordinator in the implementation of Trust Policies and Procedures within the team including assisting in the development of policies, procedures and guidelines.
• To work on own initiative with minimal supervision. Prioritising workload, initiating action and resolving and referring problems as necessary and working to meet deadlines.
• Responsibility for quality checking of Data Quality information and input/extract data providing reports/statistics as required.
• Effective liaison with multi-disciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when required and that complex and sensitive information is communicated with empathy and reassurance.
• Co-ordinate and participate in any special duties, including designated project work or tasks for the Senior Management /Administration Service Coordinator as appropriate to achieve the delivery of an efficient, proactive and high profile administrative service
• Overall responsibility for processing and management of Petty Cash in accordance with Trust Probity and Local Authority policies and procedures.
• To establish and monitor stock control systems (as per Trust Probity Manual), including medical and non-medical items via NHS Shared Business Services and liaising with suppliers/supplies department accordingly.
• Be responsible for taking the lead for own service areas in attending Trust meetings and cascading information to other staff within your service area.
• Contribute to the continued improvement and quality of the Administrative Service
• Arranging, and attend various meetings, arrange conference and events, prepare agendas including obtaining information/reports, prepare materials including PowerPoint presentations; prepare minutes of meetings ensuring accurate transcription and distribution as appropriate.
• To support the management of the Care Records process in all aspects of the Trusts paper based and electronic Care Records function by managing, maintaining, retrieving, archiving all relevant care and non-care records including staff personal files and ensuring that working practices reflect legislation, national guidance and Trust policies and procedures.
• To monitor the admin team's input and retrieval of data from Trust IT systems and partner organisations.
• Responsible for checking data quality reports from Trust and Local Authority IT systems.
• Regularly reviewing and amending accordingly.
• Attend/chair as professional representative at meetings/workshops/groups as required by Head of Service.
• Ensure appropriate records are maintained as directed by Line Manager in line with Trust Procedures.
• Contribute towards service improvement initiatives to enhance quality of patient care.
• Responsible for new members of the team attending/completing Trust Induction and local induction
• Participate in serious untoward incidents investigations/reviews as required.
• Support Individuals, equality, diversity and rights.
• Participate in patient and public involvement activities.
• Provide information and support to service users/carers as appropriate.
• Recognise and respond appropriately to urgent and emergency situations.
• Contribute to the effective and efficient use of resources.
• Understand and adhere to Trust policies and guidelines.
• Report any concern regarding patient care to Line Manager.
• To undertake any other delegated duties as appropriate and commensurate with the post.

• Undertake regular supervision and completion of PDR with admin staff to encouraging their development and reflective practice.
• Engage in continuous professional development (CPD) to develop own skills and knowledge and contribute to the development of others.
• Provide evidence to support development around the Trust Appraisal system or other competency profiles.
• Ensure Education Centre is notified of nominations for training courses as identified within PDR and directed by the Trust.

• Undertake and participate in appropriate audit, quality assurance programmes and research as directed.

This advert closes on Sunday 9 Feb 2025