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The Ward Clerk provides essential administrative and reception support to ensure smooth patient flow within the ward. This role involves managing patient records, updating electronic systems, booking appointments, and coordinating discharge processes. Key responsibilities include answering calls, greeting visitors, maintaining case notes, handling correspondence, and supporting ward staff with accurate data entry and documentation. The position requires strong communication skills to interact effectively with patients, relatives, and healthcare professionals, as well as the ability to work independently and manage multiple tasks under pressure. The ideal candidate will demonstrate excellent IT and administrative skills, a good telephone manner, and the ability to handle sensitive information confidentially.
Job Responsibility:
Act as the first point of contact at the ward reception for patients, visitors, and staff
Answer telephone calls, manage queries, transfer calls, and take messages
Maintain accurate patient administration systems, including admissions, discharges, transfers, and referrals
Manage and file patient case notes and liaise with health records
Keep admission and discharge books and daily ward lists up to date
Welcome visitors and provide ward information leaflets
Handle patient property and valuables, including liaising with Bereavement Services and Security
Sort and distribute correspondence and post within the ward
Maintain the notes trolley and ensure it is stocked and clean for ward rounds
Report maintenance issues to the Trust's works department
Attend ward meetings and take minutes when required
Book patient transport for discharge and ensure criteria are met
Request follow-up appointments and ensure discharge summaries are completed within 24 hours
Participate in daily whiteboard meetings and update patient data regularly
Order stock and manage supplies according to Trust finance procedures
Handle sensitive information confidentially and assist distressed service users calmly
Cover other wards or areas as needed and undertake any other duties appropriate to the grade
Requirements:
Educated to GCSE level in English and Maths or overseas equivalent grade D or above
Recent experience in customer focused environment
Working to tight deadlines and managing conflicting priorities
Working knowledge of data protection and confidentiality
In-depth IT and Amin skills
Nice to have:
RSA or equivalent is Typing
NVQ level 2 in Customer Services / Business Administration / Team Leading
ECDL or equivalent
Knowledge of Medical Terminology
To have previously work in a medical, health or social care environment