Ward Clerk

This role supports the delivery of a comprehensive reception, administrative, and clerical service that aids the multidisciplinary team in providing patient care within the department. Additionally, it offers a welcoming and professional front-of-house experience for all patients and their families receiving care at The Princess Alexandra Hospital. The role is a fixed-term contract until February 2027.

The Ward Clerk provides an efficient, accurate, and welcoming administrative service that supports the safe and smooth running of the ward. The post holder acts as a key point of contact for patients, relatives, carers, clinical teams, and partner services; maintains complete and timely patient information; and supports admissions, transfers, discharge processes, and day-to-day ward organisation. In a Care of the Elderly setting, the post holder will communicate patiently and respectfully with people who may be frail, anxious, hearing or visually impaired, living with dementia or delirium, or dependent on relatives and carers for support. The Ward Clerk will recognise the limits of the role, maintain confidentiality, and promptly refer clinical questions, safeguarding concerns, or changes in a person's condition to a registered practitioner.

The Ward Clerk will be responsible for managing a wide range of administrative duties, including maintaining accurate patient information, supporting admission, transfer, and discharge processes, preparing and filing documentation, and ensuring patient records are available and up to date. They will be expected to use a variety of electronic patient record systems and administrative databases, ensuring all information is entered accurately and in a timely manner.

As the first point of contact for many patients, relatives, and visitors, the Ward Clerk will provide a welcoming and professional reception service, responding to enquiries both in person and over the telephone. The role requires excellent communication and interpersonal skills, with the ability to deal sensitively and professionally with individuals who may be anxious, distressed, or have additional communication needs. The post holder will ensure that enquiries are directed appropriately and that messages are communicated promptly and accurately to the relevant members of the clinical team.

Working within a busy ward environment, the Ward Clerk will support the coordination of patient flow by assisting with admissions, bed moves, transfers, and discharges. This includes preparing documentation, arranging transport where required, processing referrals and appointments, and liaising with internal and external departments to ensure patient journeys are managed efficiently. The role requires strong organisational skills and the ability to prioritise a varied workload while maintaining attention to detail.

The post holder will provide administrative support to the wider multidisciplinary team, including preparing correspondence, photocopying, scanning, and distributing documents, maintaining filing systems, ordering stationery and office supplies, and supporting ward meetings and operational activities as required. They will contribute to maintaining an organised, professional, and efficient ward environment, ensuring administrative processes run smoothly and effectively.

A significant aspect of the role involves working within a Care of the Elderly setting, supporting patients who may be frail, living with dementia, experiencing confusion, or managing multiple long-term conditions. The post holder will be expected to demonstrate compassion, patience, and understanding at all times, adapting their communication style to meet individual patient needs while maintaining dignity, privacy, and respect.

The Ward Clerk will be responsible for maintaining confidentiality and handling sensitive information in accordance with Trust policies, information governance standards, and data protection legislation. They will ensure that all patient records, correspondence, and documentation are managed securely and accurately, recognising the importance of high-quality information in supporting safe patient care.

The post holder will contribute to maintaining quality and safety standards by complying with Trust policies and procedures, including infection prevention and control, health and safety, safeguarding, and equality and diversity requirements. They will participate in mandatory training, team meetings, appraisal processes, and service improvement initiatives, demonstrating a commitment to continuous learning and development.

This role requires an individual who is organised, adaptable, and able to work effectively both independently and as part of a team. The successful candidate will have excellent customer service skills, strong attention to detail, and the ability to remain calm and professional in a fast-paced healthcare environment. They will play an essential role in ensuring the ward functions efficiently, enabling clinical colleagues to focus on delivering outstanding patient care and contributing positively to the overall patient experience.

Job Responsibilities:

• Provide a comprehensive, efficient, and professional administrative service to support the delivery of high-quality patient care within the ward environment.
• Act as a central point of communication, working closely with nursing, medical, therapy, and administrative colleagues.
• Manage a wide range of administrative duties, including maintaining accurate patient information and supporting admission, transfer, and discharge processes.
• Provide a welcoming and professional reception service to patients, relatives, and visitors.
• Support the coordination of patient flow, including admissions, bed moves, transfers, and discharges.
• Provide administrative support to the wider multidisciplinary team.
• Maintain confidentiality and handle sensitive information in accordance with Trust policies.

Person Specification:

• GCSE for Maths and English Grade C or above.
• Customer service experience.
• Recent administrative experience and NHS clerical experience are desirable.
• Disclosure and Barring Service Check is required.