Ward Clerk

Job overview

Ward Clerk - Swinley Ward

The Ward Clerk plays a vital administrative and coordination role on  Swinley Ward, a busy 26-bedded surgical ward, supporting the multidisciplinary team to ensure the smooth day-to-day running of the ward and associated  GAU. Working 12-hour shifts, Monday to Sunday, including bank holidays, the post holder acts as a key point of contact for patients, relatives, and staff, helping to maintain high standards of patient care and safety in a fast-paced clinical environment.

Main duties of the job

Key Responsibilities

• Provide comprehensive administrative support to the surgical ward and gynaecology clinic
• Act as the first point of contact for patients, relatives, visitors, and external departments
• Manage patient admissions, discharges, and transfers on electronic systems
• Maintain accurate patient records, notes, and documentation in line with confidentiality and data protection policies
• Coordinate communication between nursing staff, medical teams, theatres, diagnostics, and outpatient services
• Support clinic activity, including appointment coordination, patient flow, and clinic preparation
• Answer telephone and face-to-face enquiries promptly and professionally
• Order and maintain ward stationery and non-clinical supplies
• Assist with bed management and escalation processes during periods of high activity
• Ensure compliance with hospital policies, procedures, and infection prevention standards

Working Environment

• High-pressure, fast-moving acute surgical setting
• Frequent interaction with a wide multidisciplinary team
• Requires flexibility, excellent organisational skills, and the ability to prioritise tasks effectively
• Shift work includes days, weekends, and bank holidays

Detailed job description and main responsibilities

Patient Administration

• Manage patient admissions, discharges, and transfers using Trust electronic systems (e.g.  HIS, PAS, EPR).
• Prepare, track, and maintain patient notes, ensuring documentation is accurate, complete, and available at all times.
• Ensure patient demographic details are correct and updated promptly.
• Coordinate discharge paperwork and support timely patient flow in liaison with nursing and medical staff.

Communication and Liaison

• Act as the first point of contact for patients, relatives, visitors, and members of the multidisciplinary team.
• Answer telephone and face-to-face enquiries professionally, dealing with routine queries and escalating concerns appropriately.
• Facilitate effective communication between ward staff, medical teams, diagnostics, theatres, pharmacy, outpatient departments, and external agencies.
• Receive and disseminate messages accurately and in a timely manner.

Ward and Clerical Support

• Provide general clerical support including filing, photocopying, scanning, emailing, and data entry.
• Maintain ward lists, admission boards, and electronic trackers to reflect real-time activity.
• Support bed management processes and escalate capacity pressures as directed by senior staff.
• Order and monitor non-clinical ward supplies, stationery, and equipment as required.

Data Quality and Information Governance

• Ensure all work is carried out in line with data protection, confidentiality, and Caldicott principles.
• Maintain accurate records in accordance with Trust policies and NHS standards.
• Report incidents, concerns, or errors using appropriate reporting systems (e.g. Datix).

Health, Safety, and Infection Prevention

• Adhere to Trust policies relating to health and safety, infection prevention and control, and risk management.
• Maintain a clean, organised, and safe ward reception and administrative area.
• Participate in mandatory training and updates as required.

Teamwork and Professional Responsibilities

• Work collaboratively as part of the ward and multidisciplinary team to support high-quality patient care.
• Prioritise workload effectively in a demanding environment, responding flexibly to changing service needs.
• Support new staff, students, and temporary staff by providing guidance on ward administrative processes.
• Participate in service improvement initiatives and audits as required.

• Based on a busy acute inpatient ward
• Frequent interruptions and competing priorities
• Regular use of computer systems and telephone
• Shift work including  weekends, and bank holidays