Ward Operational Coordinator - Acute Medical Unit

NHS; Warwick; On-site; GBP 27,000 - 31,000; Full time

Job summary

A healthcare organization in Warwick is looking for a highly motivated Ward Operational Co-ordinator for its Acute Medical Unit. The role involves providing essential operational and administrative support to the Ward Manager and nursing team to enhance effective care delivery. Candidates should demonstrate strong interpersonal and communication skills, along with prior experience in an administrative role, ideally within the NHS. This is a full-time position that requires in-person attendance during business hours.

Qualifications

• Experience in a clerical or administration role is essential.
• Ongoing professional development evidence required.

Responsibilities

• Provide operational support to Ward Managers.
• Manage diaries and schedules efficiently.
• Ensure effective communication on behalf of the Ward Manager.

Skills

Interpersonal skills

Negotiation skills

Verbal communication skills

Written communication skills

Time management

Organizational skills

Problem solving

Customer service skills

Education

NVQ Level III in Business Administration or willingness to undertake

4 GCSEs including Maths and English

Tools

Microsoft Office (Word, PowerPoint, Outlook, Excel)

Job description

Job Summary

We are looking for a highly motivated individual to work with the existing teams on AMU. AMU is a 42 bedded unit with 92 nursing staff. We are looking for a person to work alongside our nursing team in helping them deliver high quality care.

Working directly for the Ward Manager/Senior Sisters, the Ward Operational Co-ordinator will play a key role in providing operational and administrative support to ensure the wards run as effectively as they can.

You will support the Ward Manager/Senior Sister in managing and scheduling the team's work patterns, meeting schedules, notes, minutes and actions, project coordination, helping plan and deliver investigations and supporting them in staff related processes such as sickness absence management, annual leave and team rostering.

You may have a background in administration, business management or project coordination. You will need to be able to demonstrate your good interpersonal, negotiation, verbal and written communications skills.

Applicants must be able to work in person on the Acute Medical Unit during normal business hours. Remote/hybrid arrangements are not available.

Main Duties of the Job

To provide operational and administrative support to the Ward Managers in a way that is responsive to their needs and contributes to the effectiveness of their roles.

About Us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective, inclusive and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Job Details

• Date posted: 11 December 2025
• Pay scheme: Agenda for change
• Band: Band 4
• Salary: £27,485 to £30,162 per annum
• Contract: Permanent
• Working pattern: Full-time
• Reference number: 203-EM773
• Location: Acute Medical Unit, Lakin Road, Warwick, CV34 5BW

Responsibilities

• Responsible for the proactive, accurate management of the electronic diary, maximising time management by prioritising entries considering objectives and geographical implications.
• Provide comprehensive, high quality administrative support for HR and incident investigations, including arranging meetings, taking minutes and typing letters.
• Work on own initiative to manage and prioritise administrative tasks to support effective and efficient running of the ward.
• Receive and make telephone calls on behalf of the Ward Manager/Clinical Sisters, taking messages, dealing with enquiries appropriately and ensuring accurate and timely communication of messages including issues of a confidential and contentious nature.
• Provide effective administrative support to the Ward Managers/Clinical Sisters within a changing environment. Deal on a regular basis with confidential, sensitive and contentious information on staff and services.
• Arrange return to work meetings, provide administrative support and ensure that all documentation is completed.
• Monitor sickness triggers for staff members and elevate to the Ward Manager/ Clinical Sister. Liaise with HR to arrange sickness meetings as necessary.
• Draft sickness outcome letters and schedule sickness review meetings.
• Monitor annual leave usage and communicate available annual leave slots to ward staff.
• Escalate to Ward Manager/Clinical Sister if staff are not utilising their annual leave allocation effectively.
• Monitor when staff appraisals are due and book appraisal meetings, liaising with mentors.
• Monitor professional registration renewal and escalated concerns prior to registration lapsing.
• Monitor mandatory training compliance for the ward staff and book training in a timely manner.
• Support recruitment of new staff, liaising with Employment Services and maintaining contact with successful candidates prior to commencement of employment on the ward.
• Ensure all induction and training is booked for new starters and coordinate with the Ward Manager/Clinical Sisters to allocate a mentor/preceptor.
• Generate change forms and termination forms and submit to the Ward Manager/ Clinical Sister for authorisation.
• Act as Communication Champion for the ward, linking in with the Communications Department to ensure that Trust messages are disseminated to ward staff.
• Attend Trust meetings with the Ward Manager/Clinical Sisters and draft feedback for ward staff.
• Compile the ward newsletter, including information relating to incidents, safety notices and screensaver messages.
• Arrange ward meetings as required, taking minutes and following up actions.
• Ensure ward noticeboards are kept up to date with current information.

Person Specification

Qualifications (Essential)

• NVQ Level III in Business Administration or a willingness to undertake
• Good standard of general education (4 GCSEs or equivalent), including Maths and English language
• Evidence of ongoing professional development

Qualifications (Desirable)

• Diploma in administrative practice or business management

Experience (Essential)

• Previous experience of working in a clerical/administration post

Experience (Desirable)

• Previous experience of working within the NHS

Skills (Essential)

• Good interpersonal, negotiation, verbal and written communication skills
• Excellent IT skills and experience in the use of Microsoft Office, including Word, PowerPoint, Outlook and Excel, and other databases
• Sound personal management skills - prioritising, planning, organisational, time management and problem solving
• Excellent customer service skills
• Understand issues related to and be able to maintain confidentiality

Personal Qualities (Essential)

• Ability to work effectively as part of a team, although can work independently
• Ability to deal with unpredictable workload and frequent interruptions
• Tactful and diplomatic
• Adaptable and flexible
• Ability to operate a bring forward system and follow up action points from meetings

Other Essential

• Flexibility to work in other areas when required