Ward Clerk Team Leader

Job overview

To provide leadership and supervisory support to the administrative team within the Ward Department. The post holder will coordinate the daily workload of the ward clerks, ensuring a comprehensive administrative service is maintained in accordance with Trust standards. To act as a senior point of contact for complex enquiries and support the Ward Manager with rota management, training, and service improvement initiatives within the UHCW Improvement (UHCWi) framework.

Please be advised that sponsorship is not eligible for this post.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Successful applicants will be required to provide an immunisation and vaccination report, from either their current UK occupational health provider or their UK GP.

Main duties of the job

This role involves acting as the first point of contact for routine enquiries, responding efficiently and liaising with colleagues, patients, and external organisations as required. It requires clear and professional communication using appropriate methods, alongside maintaining accurate manual and electronic filing systems in line with Trust policies. The postholder will provide comprehensive administrative support, including document handling, photocopying, and assisting team members. Responsibilities include using Trust IT systems to input and manage patient data accurately, collating information for departmental reports, and distributing key communications such as minutes and memos. The role also supports training new staff, manages stationery and stock levels with systems such as Integra, and oversees incoming and outgoing post. Duties include prioritising workloads, handling complaints in line with policy, and providing team cover when needed. Additionally, the role contributes to service improvement initiatives, supervises Ward Clerk workloads, coordinates rotas and leave, ensures data accuracy for patient movements, and liaises with internal departments to resolve operational issues and maintain service continuity.

Detailed job description and main responsibilities

• Act as the first point of contact for dealing with routine enquiries and take action as necessary liaising with others as appropriate.
• Communicate with staff, patients and/or external organisations using appropriate methods.
• Maintain both manual and electronic filing systems and databases, as required by the department and Trust policies, ensuring all documents are accurately and appropriately archived.
• Maintain an efficient and comprehensive administrative service, including photocopying, providing support to the departments and other team members as requested.
• Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines.
• Collate, input and monitor department documentation and information to assist with the production of monthly reports for the department.
• Responsible for the dissemination of all relevant information to departments, external and internal users (e.g. dissemination of minutes, memos).
• Assist with training new team members in Trust operational systems and department procedures.
• Responsible for ordering stationery and other equipment whilst monitoring and maintaining stock levels using Integra system.
• Responsible for the receipt and distribution of incoming/outgoing post and action accordingly.
• Prioritise daily tasks to achieve timescales set.
• Act as first point of contact for complaints within the department, dealing with them accordingly and in line with Trust policy and values and departmental standards.
• Provide appropriate cover in the absence of other members of the team.
• Continually contribute to patient and business improvement Agendas. Share ideas for potential service improvement
• Supervise the daily workload of the Ward Clerk team, ensuring adequate cover is provided for the ward at all times.
• Coordinate staff rotas and manage annual leave requests to ensure service continuity.
• Lead the induction and training of new Ward Clerks in Trust operational systems (e.g., Integra, EPR) and departmental procedures, signing off on competencies.
• Monitor data entry accuracy regarding patient admission, discharge, and transfer data to support Trust targets and income recovery.
• Manage the ordering of stationery and non-clinical stock using the Integra system.
• Liaise with Medical Staffing, Health Records, and other support services to resolve systemic issues affecting the ward.

For further details of the role please see the attached job description.