Ward Administrator

North West Borough Healthcare NHS Foundation Trust; Liverpool; On-site; GBP 21,000 - 25,000; Full time

Job summary

Mersey Care NHS Foundation Trust is recruiting for a Ward Administrator to support the Brain Injury Rehabilitation Unit. The role focuses on delivering high‑quality administrative support, handling calls with empathy, maintaining records, and ensuring accurate documentation across ward teams.

The post requires strong organisational skills, attention to detail, and the ability to work with limited supervision while providing excellent customer care to service users.

Qualifications

• Proven relevant experience of working in an administrative role.
• Typing skills.
• Demonstrable organisational and time management skills.
• Good written, verbal and nonverbal communication.

Responsibilities

• Produce typed letters/reports for the ward and distribute via IT systems.
• Attend meetings, prepare papers, take and transcribe minutes.
• Coordinate ward round documentation across disciplines.
• Maintain confidentiality of patient and staff information.
• Carry out cashier duties as per training and Trust procedures.
• Answer routine telephone enquiries and book appointments.

Skills

Communication skills

Flexibility

Initiative

Teamwork

Confidentiality

Interpersonal skills

Education

Business Administration Level 3

Tools

IT systems

Microsoft Office

Job description

Mersey Care NHS Foundation Trust celebrates diversity and promotes equal opportunities; we are committed to challenging and eliminating racism and other forms of discrimination and advancing and promoting equality of opportunity in the provision of services and creating an inclusive environment for all employees. We believe that everyone has the right to be treated with dignity and respect.

We take positive action to support disadvantaged groups and also particularly encourage applications from ethnically diverse, disabled and LGBTQIA+ people that are under-represented in our workforce. Furthermore we welcome applications from reservists and ex-armed forces personnel as we recognise the benefits of the values, skills, training and experience that they bring to their work with us. We encourage all applicants to share their equality information with us.

Using AI to support your application

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For tips and guidance, please refer to our applicant guidance.

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Applications that appear mostly or fully generated by AI, without clear personal examples linked to the person specification, may be rejected.

Job overview

We have an exciting opportunity for a ward Administrator to support the Brain Injury Rehabilitation Unit. The successful candidate will have good organisation and people skills, be computer literate and have the ability to work with limited supervision.

The post holder will provide a comprehensive and high-quality administrative support service and will be expected to deliver excellent customer care.

You will also have the ability to support with call handling whilst being empathetic and understanding to service users.

Main duties of the job

The purpose of this post is to provide a timely, accurate and comprehensive range of administration, clerical, and cashier duties to support inpatient areas across the Division. The post holder will be a key member of the ward based and administrative teams.

You will be required to maintain confidentiality in relation to patient and staff information and work flexibly to meet the needs of the service and to support ward and service processes.

The postholder will work with a high level of accuracy, a commitment to team working and continuous improvement to bring about positive service outcomes. You will have good written and verbal communication skills and demonstrable organisational and time management ability.

Working for our organisation

Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 1.4 million people across our region and are also commissioned for services that cover the North West, North Wales and the Midlands.

We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.

At the heart of all we do is our commitment to 'perfect care' - care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We're currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.

Flexible working requests will be considered for all roles.

Detailed job description and main responsibilities

• Produce typed letters/reports for the ward on various issues relevant to the Service and distribute to others via IT systems, internal mail and the e-mail system, as appropriate.
• In line with Service requirements, prepare agenda and papers for various meetings; attend, take and transcribe the minutes and distribute in accordance with agreed timescales.
• Coordinate all ward round documentation across all disciplines, including maintenance of the membership lists via the relevant Clinical Information and e-mail systems.
• In line with Service requirements, produce typed documentation to support key workers. Distribute relevant documents to members of the clinical team.
• Ensure an adequate process for disposing of confidential clinical information/ documents.
• Responsibility of reporting, co-ordinating and tracking of maintenance requests.
• Maintain recording systems to support the monitoring of annual leave, sickness, and training of ward staff via the online roster system.
• In line with Service requirements, maintain manual and electronic patient and ward records.
• Maintain stationery and provisions stocks and order any other items required for the ward.
• Carry out general office duties, e.g., answer routine telephone enquiries, take/ deal with messages, book appointments when required, photocopying.
• Carry out Cashier duties as per training provided and in accordance with Trust Standing Financial Instructions.
• Escort professional visitors within the sites, as required.
• Liaise with clinical and other administration staff providing information as required.
• Book interpreters via the appropriate booking system for service users as required.
• In accordance with Trust Information Governance and Caldicott guidance, receive and impart information of a serious criminal nature to others who have a professional right to know.
• Provide cover for colleagues as requested by the Administration Manager, including reception duties.
• Contribute to general development initiatives and project work in line with Service requirements.
• Ensure that work is conducted in accordance with Trust policies and procedures and contribute to their development.
• Arrange appointments for professional visitors as and when required, coordinating all aspects of the visit, and liaising with security.
• Participate in the local induction process for new staff.

Person specification

SKILLS

Essential criteria

• Good written, verbal, and nonverbalskills
• Ability to work flexibly to meet service need
• Ability to use initiative and maintain a positive and professional attitude
• Ability to work as part of a team
• Ability to prioritise work with minimum supervision
• Ability to maintain confidentiality
• Good interpersonal skills and the ability to relate to people with tact and diplomacy
• Willingness to work in a secure setting

Desirable criteria

• PowerPoint presentation skills

Knowledge/Experience

Essential criteria

• Proven relevant experience of working in an administrative role
• Demonstrable organisational and time management skills
• Typing skills

Desirable criteria

• Experience/knowledge of people experiencing mental health issues
• Experience of working in health care setting
• Cashier experience
• Minute taking experience

Qualifications

Essential criteria

• IT skills and experience
• Business Administration Level 3 or alternative relevant experience

Desirable criteria

• ECDL

As a Disability Confident Employer, we offer a guaranteed interview scheme for applicants who consider themselves to be disabled who meet the minimum (essential) criteria for the role in the person specification.