Ward Clerk Neonatal Unit

Job summary

Please note that this vacancy is only open to current NHS employees within Herefordshire and Worcestershire.

We are looking for a Ward Clerk to join our team on the Neonatal Unit at Worcester Royal Hospital.

Ideally you will come from a hospital background, working in either an in-patients ward or outpatients.

Your role will be varied and will include meeting and greeting families and visitors and provide administrative support to the ward. You will work alongside the wards multi-disciplinary teams of Doctors, nurses, Nursery Nurses and other members of the health care team and will also be a team player who is organised, reliable, maintain professionalism at all times, and adhere to patient confidentiality.

This position is a 0.33 WTE consisting of 2 days per week.

Main duties of the job

Duties will include:

Using patient information computerised software to update, admit, discharge, and locate patient records.

Maintain patient files and records to include filing and preparing files.

Reception duties to include: dealing with patient visitors, taking calls and messages, liaising with other departments where necessary.

Ensuring ward areas are supplied with all necessary stationary/clinical forms/information.

And other duties as directed by the line manager.

Education to GCSE (A-C grade) or equivalent standard and the ability to work in a patient facing environment is essential.

About us

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.

Details

• Date posted: 10 July 2026
• Pay scheme: Agenda for change
• Band: Band 2
• Salary: £25,272 a year
• Contract: Permanent
• Working pattern: Part-time, Flexible working
• Reference number: C9365-26-0531
• Job locations: Neonatal Unit, Charles Hastings Way, Worcester, Worcestershire, WR5 1DD, United Kingdom

Job responsibilities

Key Working Relationships

Divisional and directorate team members, Senior and junior medical and nursing staff, Allied health professionals, ward clerks, facilities staff, other health care professionals, social workers, other care providers, patients and their relatives, volunteers.

Risk Assessment

Will involve VDU work.

Job Purpose

To provide administrative and clerical support to the medical and nursing staff within Neonatal services. To ensure the availability of accurate patient records and documentation as per Trust policies and procedures. To liaise with patients, relatives and other members of the public politely and efficiently, ensuring confidentiality and security of patient information as per Trust policy and in line with Information Governance guidance.

Key Duties

To provide a reception service, handling initial enquiries, gathering basic information and taking initial action within defined protocols to assist in resolving any queries.

To keep staff informed of admissions and discharges, and to ensure queries from other members of staff and members of the public are dealt with appropriately either in person or on the telephone.

To receive general telephone calls, recording messages and responding to initial enquiries, referring the call to the relevant member of staff, as appropriate. To make telephone calls on behalf of the Nurses as directed.

To assist in admitting and discharging patients using manual and computerised systems, such as PAS and Badgernet.

To file reports, correspondence, forms, etc. in patients notes in an ordered manner, to facilitate the efficient retrieval of such documentation on request.

To update and maintain filing systems in the ward / department to enable timely and accurate information retrieval.

To arrange transport between departments and to destinations outside the hospital, as required.

To assist with housekeeping duties within ward /department.

To maintain effective communication with ward clerk / clerical team assistant colleagues within the department.

To provide relief cover within the Directorate undertaking any duties within the scope of the ward clerk / clerical team assistant role.

Arrange follow up appointments for patients prior to discharge.

Ensure that patient case notes are available, creating temporary notes whilst original notes are located. Maintain case notes in a tidy manner, filing results and other patient documents in accordance with Trust policy, including admission and discharge of patients. Ensure that all case notes movements are tracked on PAS, including collection and return of case notes to main maternity filing department.

Facilitate the prompt collection of data by liaison with the clinical coding department.

Assisting junior doctors with administrative tasks such as form completion, bereavement paperwork and audits, ordering and tracking of case notes.

To monitor Badgernet data for completion of NNAP data.

Provide general clerical support such as photocopying, typing, opening and sending post, stock and equipment ordering and monitoring, stationary orders, personnel administration, arranging repairs.

General Duties

To ensure the confidentiality of all patient information and Trust business.

To comply with all Trust Policies and Procedures.

In accordance with the Trust's Health and Safety Policy, the post holder must take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work.

The post holder must co-operate with staff in complying with any statutory requirements and participate in the workplace monitoring processes in order to help maintain a healthy, safe and secure workplace.

To report any accidents, untoward incidents and complaints in accordance with risk management and trust policy.

To create and maintain positive working relationships with colleagues and other staff within the workplace.

To act always in a manner which will promote a good image of the ward / department.

To respond appropriately to clinical emergencies as directed by the Nurse in charge.

To contribute / to participate in any initiatives to improve the quality of service to patients.

Our Shared Values and Behaviours

We are committed to delivering outstanding care and creating a culture where everyone feels respected, valued and supported. We seek individuals who share our purpose of helping people live healthier, more fulfilling lives, and who are motivated by our mission to be the best team we can be. You will be expected to uphold our values by communicating openly, acting with kindness, showing respect for others and taking responsibility for your actions. These values guide how we work together and continually improve the care we provide.

Our values are

Being open and honest we all communicate clearly and honestly, asking for help when we need it, and making it easier for the people around us to share ideas and concerns.

Ensuring people feel cared for we all take responsibility for actively supporting and nurturing a kind and compassionate environment for ourselves and others.

Showing respect for everyone we all act with consideration and fairness, valuing each other as individuals and appreciating our different perspectives.

Standard Clauses

The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs.

Competence

The post holder is responsible for limiting their actions to those which they feel competent to undertake. If the post holder has any doubts as to their competence during the course of their duties, then they should immediately speak to their line manager or supervisor.

Codes of conduct

All employees of the Trust who are required to be registered with a professional body, to enable them to practise within their profession, are required to comply with their code of conduct and requirements of their professional registration. Those staff that are not required to be registered with a professional body are required to comply with the Trusts codes of conduct.

Confidentiality

The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business.

Records Management

All employees of the Trust are legally responsible for all records that they gather, create or use as part of their work within the Trust (including patient, financial, personnel and administrative), whether paper or computer based. All such records are considered public records, and all employees have a legal duty of confidence to service users. Employees should consult their manager if they have any doubt as to the correct management of records with which they work.

Health and Safety

Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992) and all relevant Trust Health and Safety Policies and Guidance. This ensures that the agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors to the Trust.

Infection Control

Employees must accept personal responsibility and accountability for Infection Prevention and Control practice. Employees should ensure they are familiar with, and comply with, all relevant Infection Control policies for minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory updates in Infection Control.

Commitment to Improvement

Our improvement methodology supports delivery of our strategic objectives by equipping teams with the skills and mindset to drive continuous improvement. It promotes a shared approach to identifying, communicating, and measuring change to enhance care quality and safety. You will be expected to take part in relevant training to support this.

Non-Smoking Policy

The Trusts approach to smoking is in line with the governments on-going initiatives for an eventual smoke-free environment. It aims to adhere to the Worcestershire Health Community Campaign to help Worcestershire stop smoking.

A no smoking environment policy exists within all Trust premises including entrances and exits to hospital buildings and on other Trust property (with the exception of staff resident in staff residences, as these are the homes of staff). In June 2014 a ban was implanted which meant staff, contractors and volunteers were no longer permitted to smoke in any of the hospital grounds, including car parks.

Further to this, The Alexandra, Kidderminster and Worcestershire Royal Hospitals, have all become smoke free to all patients and visitors as of 17 June 2015. This means that, as well as staff, members of the public, patients and visitors are not allowed to smoke in any of the acute hospital grounds, including car parks.

Risk Management

It is a standard element of the role and responsibility of all employees of the Trust that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, taking appropriate actions, and reporting all incidents, near misses, and hazards promptly. It is a contractual obligation that all employees must co-operate with any investigations undertaken.

Children and vulnerable adults

You have a responsibility for promoting and safeguarding the welfare of the children / young people / vulnerable adults that you come into contact with or are responsible for in your job role and sphere of competence.