Administration Supervisor

By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.

Job overview

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.

Interview Date - 25th February 2025

• 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.

Working for our organisation

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.

Achievements:

• 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

Detailed job description and main responsibilities

• 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.

Person specification

Qualifications

• Educated to GCSE Level or equivalent qualification/equivalent experience
• Evidence of continued professional development

Knowledge

• Supervisor/managerial experience in a healthcare environment
• Knowledge of NHS data standards and definitions
• Use of Computer systems
• Previous experience of training staff
• Experience in dealing directly with the public
• A working knowledge of hospital information system and choose to book system

• Knowledge of the role of information in supporting clinical process

Skills

• Excellent interpersonal skills, communication and leadership and management skills
• Ability to relate effectively and communicate clearly and professionally at all levels
• Ability to work within a team environment/operate as a team member
• To be organized with a logical approach to work
• Administration and organization skills

• Knowledge of email systems
• Knowledge of medical terminology

Other

• Ability to cope under pressure and work to ambitious deadlines
• Ability to work on own initiative
• Willingness to travel to different locations for the service needs

• Car owner/car assisted driver

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 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).

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 unable 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

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

You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

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.