Ward Clerk Band 3

Job details

• Branch: Larne/Cfergus/Nabbey incl Wabbey Hosp
• Location: Whiteabbey Hosp Site
• Directorate: Surgical & Clinical Services Division
• Functional Area: Admin Services
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 19/06/26
• Closes: Fri, 03 July 2026 @ 5:00 PM
• Interview Dates: TBC

Notes

If you are submitting a manual application, please post it to: Recruitment Shared Services, Rosewood Villa, Longstone Hospital Site, 73 Loughgall Road, Armagh, BT61 7PR. Applications received after the advertised closing date/time cannot be considered, so please allow enough time for postage. “A waiting list may be created for similar posts that may arise while the waiting list is live, this may include temporary or part-time posts. This will be managed in line with the updated HSC waiting list principles effective from 1 April 2026”. Where a part-time waiting list is required, one part-time waiting list will be created- regardless of any specific hours advertised, this waiting list will cover all future vacancies where part-time posts arise. A part-time post is defined as any post that has less than 37.5 hours per week.” Please remember to save or print a copy of the job description before submitting your application, as it will not be accessible afterwards. Flexible Working We welcome flexible working requests from day one. All HSC organisations offer a range of flexible working options. The options available for this post will depend on the requirements of the role. Find out more about flexible working options on our website.

Job Description

Ward/Admin Clerk

Job Description

The Northern Health and Social Care Trust (NHSCT) is responsible for the delivery of safe and effective health and social care (HSC) services to the population of the Northern Trust area in Northern Ireland.

We provide compassionate care with our community in our community. In order to do this we require the commitment of a highly skilled and professional workforce that meets the need of the service.

The diagram below outlines our values and our objectives which support the delivery of compassionate care within our community.

The below diagram details the values and associated behaviours that we expect staff working within Health and Social Care (HSC) to display at all times;

HSC Value

What does this mean?

What does this look like in practice? - Behaviours

Working Together

We work together for the best outcome for people we care for and support. We work across Health and Social Care and with other external organisations and agencies, recognising that leadership is the responsibility of all.

I work with others and value everyone’s contribution

I treat people with respect and dignity

I work as part of a team looking for opportunities to support and help people in both my own and other teams

I actively engage people on issues that affect them

I look for feedback and examples of good practice, aiming to improve where possible

Compassion

We are sensitive, caring, respectful and understanding toward/units those we care for and support and our colleagues. We listen carefully to others to better understand and take action to help them and ourselves.

I am sensitive to the different needs and feelings of others and treat people with kindness

I learn from others by listening carefully to them

I look after my own health and well-being so that I can care for and support others

Excellence

We commit to being the best we can be in our work, aiming to improve and develop services to achieve positive changes. We deliver safe, high-quality, compassionate care and support.

I put the people I care for and support at the centre of all I do to make a difference

I take responsibility for my decisions and actions

I commit to best practice and sharing learning, while continually learning and developing

I try to improve by asking ‘could we do this better?’

Openness & Honesty

We are open and honest with each other and act with integrity and candour.

I am open and honest in order to develop trusting relationships

I ask someone for help when needed

I speak up if I have concerns

I challenge inappropriate or unacceptable behaviour and practice

JOB DESCRIPTION

JOB TITLE: Ward Clerk – Endoscopy, Day Surgery/Day Procedure Units, Inpatient Theatres and Intensive Care)

BAND: 3

DIRECTORATE/DIVISION: SCS

INITIAL LOCATION: Whiteabbey

REPORTS TO: Administration Manager

ACCOUNTABLE TO: Divisional Admin Manager

FLEXIBLE WORKING

PROVISIONS AVAILABLE: Full-time working, Fixed working patterns, Part-time working, Flexi-time, Compressed/elongated hours

JOB SUMMARY

The postholder will be required to provide administrative support to medical, nursing and other professional staff at ward/unit/unit level and will be an integral part of the team. One of the main functions of the ward clerk is to ensure effective communication across team members including answering the telephone and being a point of contact for visitors to the ward/unit/unit. The postholder will be required to undertake a range of duties and tasks associated with relevant systems to ensure the smooth running of the units.

KEY RESULT AREAS / MAIN RESPONSIBILITIES

Communication

Print theatre lists and wristbands arrive patients, update demographic details. Co-ordinate with nursing team to ensure lists run efficiently.

Act as first point of contact on ward/unit bases for all disciplines and visitors to the department

Answering telephone queries ensuring that messages are recorded correctly

and passed on to the appropriate person.

Liaise with all relevant professions and deprtaments with regards patients’ information

Frequent communication with distressed patients and relatives.

Run a daily discharge report, complete relevant admin duties and update relevant teams as required.

Booking of ambulance transport for patients as required on discharge or transfer.

Inform Dalriada Doctor of deaths of patients on ward/unit and liase with relevnt funeral undertakers

Maintain daily ward/unit lists and noticeboards to include fire files

Arrange interpreters for ward/unit as required in line with relevant policy

Information Systems

Accurately scan and upload patient documents and medical records onto relevant information system ensuring accuracy in indexing and routing to patient chart including information relating to NHS patients treated as part of government waiting list initiatives where appropriate (WLI).

Record all admissions, discharges and transfers on the ward/unit promptly on relevant information system ensuring that demographic details are updated

accurately including information relating to NHS patients treated as part of government waiting list initiatives where appropriate (WLI).

Ensure casenote tracking on relevant information system is kept up to date.

Work queue management & validation of missing patient demographic information.

Daily data quality validation via relevant infroamtion system.

Adherance to NHSCT information system policies e.g POPI.

Use of email and adherence to the NHSCT Email Policy.

Use Trustwide and departmental computer systems in line with the Trust’s Information Management and Technology Strategy.

Undertaking any other duties appropriate to the band as assigned by the Administration Manager

General Duties

Provide a clerical service to the Ward/unit/Department Manager, Nursing Staff and

other professionals and Volunteers.

Distribution of incoming and outgoing mail.

Continual use of VDU to provide information as required.

Order and maintain an adequate supply of stock and non stock as required.

Ensure confidentiality is maintained.

Provide cover for colleagues on a short-term basis and cross cover on ward/units when required.

Fulfil general office equipment duties.

Report of faults as appropriate to relevant departments.

Retrieval and preparation of medical/case notes for any planned elective admissions and emergency admissions as relevant

Maintain casenotes of inpatients whilst on the ward/unit ensuring that all items are securely fastened in the casenotes

Daily cleaning of WOW’s, phones and computer with appropriate cleaning product as defined by Infection Control.

GENERAL RESPONSIBILITIES

Employees of the Trust will be required to promote and support the mission and vision of the service for which they are responsible and:-

At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner

At all times demonstrate practice the HSC values of Working Together, Excellence, Openness & Honesty and Compassion

Carry out their duties and responsibilities in a manner which assures patient and client safety

Comply with all instructions in regard to Infection Prevention and Control

Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them

Comply with the Trust’s Smoke Free Policy

Carry out their duties and responsibilities in compliance with health and safety policy and statutory regulations

Adhere to equal opportunities policy throughout the course of their employment

Ensure the ongoing confidence of the public in service provision

Adhere to the Code of Conduct for HSC Employees which aims to guide staff, managers and employers in the work that they do and the decisions and choices they have to make. Professional staff are expected to follow the code of conduct for their own professions as well as this code.

The post holder will promote and support effective team working, fostering a culture of openness and transparency. The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the NHSCT Raising Concerns Policy and their professional code of conduct, where applicable.

RECORDS MANAGEMENT

All employees of the Northern Health & Social Care Trust are legally responsible for all records held, created or used as part of their business within the Northern Health and Social Care Trust, including patient/client, corporate and administrative records whether paper based or electronic and also including e-mails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant and to comply with the Northern Health and Social Care Trust policies on Information Governance including (for example) the ICT Security Policy, Data Quality and Data Protection Policy and Records Management Policy and to seek advice if in doubt.

SALARY

BAND 3 £24.071 - £25,674 per annum (pro rata for part-time)

HOURS

Normal full-time hours of duty are 37½ hours per week, exclusive of meal times

MEDICAL

Appointment will be subject to a successful pre-employment health assessment.

HOLIDAYS

27 days each year; 29 days after 5 years’ service; 33 days after 10 years’ service and 10 statutory and public holidays.

PENSION

The post-holder can participate in the Health Social Care Pension Scheme.

NORTHERN TRUST BENEFITS

You can explore the benefits on offer to you in the Northern Trust by clicking here

PROBATIONARY PERIOD

You will serve a probationary period of normally six months.

WAITING LIST

A Trust-wide waiting list will be compiled for similar permanent/temporary, full/part time posts which may arise within the next 12 months

PAY PROTECTION

Legacy Trust Staff who apply for a promotion after 1 April 2011 should be aware that they will lose their legacy protection arrangements and will be entitled to pay protection in accordance with circular HSS (JNF)(1) 2011. This circular will also apply to legacy staff who are currently in receipt of protection and who move post on promotion.

Completed application forms should be returned to the BSO Recruitment and Selection Shared Services Centre, Rosewood Villa, Longstone Hospital, 73 Loughgall Road, Armagh BT61 7PR on or before the closing date as stated in the advertisement.

Canvassing, either directly or indirectly, will be an absolute disqualification.

We will review this Job Description and it may include any other duties and responsibilities we determine in consultation with the jobholder. We do not intend it to be rigid and inflexible but rather to provide guidelines within which the jobholder works.

August 2025

PERSONNEL SPECIFICATION

Title of Post: Ward/admin Clerk

Band of Post: 3

Notes to applicants

You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria.

Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.

Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn.

Volunteering experience may be considered appropriate in particular for roles within the context of direct patient/client care.

ESSENTIAL CRITERIA

SECTION 1: The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage. You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below.

Factor

Criteria

Method of Assessment

Experience

Qualifications/ Registration

a) 4 GCSE’s to include English Language (Grade A*-C) or equivalent AND 1 year’s clerical experience in an office environment to include the use of computerised systems eg. Microsoft office

OR

*(b) 3 years’ clerical experience in an office environment to include the use of computerised systems eg. Microsoft office

Shortlisting by Application Form

SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage:

Skills / Abilities

Good communication skills

Ability to exercise tact and maintain confidentiality

Ability to work on own initiative

Ability to work within a team

Flexible in working hours if required.

Interview / Test

Knowledge

Knowledge of hospital computerised systems

Knowledge of the role of a ward/unit clerk

Interview / Test

Value Based Recruitment

Value Based Recruitment is a process adopted by the Northern Trust to attract and select employees on the basis that their individual values and behaviours align with those of the Trust.

It focuses on the ‘how’ and ‘why’ people do what they do.

Candidates who are short-listed for interview will need to demonstrate at interview that they have the required knowledge, skills, competencies and values to be effective in this new role.

In answering the value based questions you have the opportunity to share examples of when you have demonstrated values relevant to the Northern Trust.

Criminal Offences, Investigations and Charges

Having a criminal record will not necessarily debar you from working with the Trust. This will depend on the nature of the position, together with the circumstances and background of your offences or other information contained on a disclosure certificate. If you require further information or a copy of the policy on the recruitment of ex-offenders, please contact the Trust Human Resources Department

As part of the Recruitment & Selection process it may be necessary for the Trust to carry out an Enhanced Disclosure Check through Access NI before any appointment to this post can be confirmed.

THE NHSCT IS AN EQUAL OPPORTUNITIES EMPLOYER

Successful applicants

may be required to attend for a Health Assessment

can expect to be placed at the minimum point of the pay scale, although a higher starting salary, within the range of the pay band may be available if the person appointed has experience relevant & equivalent to the post. If the successful candidate is an existing HSC employee moving to a higher band, AfC Pay on Promotion will apply.

have the right to request Flexible Working from the 1st day of their employment. A number of flexible working provisions are offered by all HSC Organisations including Full-time working, Fixed working patterns, Part-time working, Flexi-time, Compressed/elongated hours, Average hours working patterns, Term-time working, Job-share or Homeworking for some or all of the working pattern, depending on the role being undertaken. Successful applicants are encouraged to discuss with their manager what Flexible Working provisions may be available in the role they are taking up, prior to commencing employment, to help them achieve a positive Work/Life Balance

August 2025