We fully support the use of AI and other tools to assist in writing your application. However, it's essential that the content, especially your supporting statement, is personalised and factually accurate. Your application should reflect your genuine experiences and qualifications to ensure authenticity and credibility Job overview Job Overview: Ward Coordinator – Forest Ward The Ward Coordinator for Forest Ward plays a vital role in creating a warm, organised, and welcoming environment for patients, visitors, and staff. As the first friendly face people meet when entering the ward, you will set the tone for a positive experience, ensuring everyone is greeted with kindness, reassurance, and professionalism. With a naturally cheerful disposition, you will provide high‑quality front‑of‑house support, helping patients and their families feel comfortable and informed from the moment they arrive. You will manage the ward reception area, coordinate communication between clinical teams, and support the smooth running of day‑to‑day operational tasks. This role requires excellent interpersonal skills, strong attention to detail, and the ability to remain calm, approachable, and efficient in a busy healthcare setting. As a key member of the ward team, you will contribute to maintaining high standards of patient care, confidentiality, and organisation. Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment. You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies. Advert Key Responsibilities Provide a welcoming and supportive first point of contact for all ward visitors. Manage the ward reception area, ensuring it is tidy, organised, and approachable. Handle incoming phone calls, enquiries, and messages with professionalism and warmth. Support patient flow processes, including admissions, transfers, and discharges. Liaise effectively with nursing, medical, and multidisciplinary teams. Maintain accurate documentation and update ward information systems as required. Coordinate visitor access, ensuring safeguarding and security procedures are followed. Assist with general administrative tasks to support efficient ward operations. Promote a positive ward atmosphere with a friendly, calm, and patient‑focused approach. Trust Values All colleagues are expected to demonstrate at interview and throughout employment that they act in line with Nottinghamshire Healthcare NHS Trust Values: Trust- Honesty- Respect- Compassion- Teamwork Working for our organisation TeamNottsHC comprises over 11,000 dedicated colleagues who MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons. We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health. We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity. The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team. The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment. Detailed job description and main responsibilities To undertake clinical administrative work as required by the Ward Manager and Clinical Team. Providing cover and support, working as a team, and provide cover in various ward areas, including working in the patient bank. To deal efficiently with all correspondence, monitoring telephone enquiries and providing information, as appropriate. To type and compose letters, memoranda, and other documentation, as required. To convene and attend regular ward meetings as required. Producing agendas and accurate minutes, making all necessary arrangements, including the collation of papers and agenda items. To deal with enquiries/visitors To deal with patient enquiries. To liaise and deal with all departments and external agencies, patients and carers. Undertake office duties, filing, photocopying, dealing with incoming / outgoing mail. Dealing with all telephone calls and associated duties in an efficient and timely manner. Support Ward Managers and Clinical Teams with staff related tasks, such as sickness and annual leave recording on ESR. Under the direction of the nurse in charge/Ward Manager, to assist with the necessary clerical arrangements involved in the admission and discharge of patients, including the organisation of admission packs for the admitting nurse and requesting of medical notes by liaising with healthcare records Dept. To assist the Ward Managers and Clinical Teams in assessing and arranging maintenance of buildings and equipment, liaising with contractors to ensure the safe operation for service users/patients. Maintaining efficient filing systems for patients’ records and documentation, carrying out regular checks on the correct filing of all information in line with Information Governance procedures. To support trained staff to ensure that data is recorded onto SystmOne in line with data quality and timeliness requirements, as indicated by the Trust. Updating and maintain information on ward notice boards as directed by the nurse in charge /Ward Manager. Assist with the administration of staff rotas. Monitor and maintain adequate levels of all stock and non-stock items etc., in line with standing financial instructions. May be required to handle patients’ cash and valuables, according to Trust procedures. Where necessary issue and account for petty cash expenditure Arranging transport and appointments for patients, as and when required. Arranging translation services for patients. To undertake any other duties that would be a reasonable expectation of the role. Health Roster. Patient Bank Please note that this post does not meet the pay level required for a Skilled worker visa. Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa. Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa Additional Information We reserve the right to close the post early once we have received a sufficient number of applicants. The Trust believes in treating everyone with dignity and respect and encourages applications from all sectors of the community. We guarantee an interview to candidates with disabilities who meet the minimum essential criteria. In submitting an application form, you authorise Nottinghamshire Healthcare NHS Foundation Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you. This data will be transferred using NHS Electronic Staff Record and third party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post. Should you require any further information please refer our Privacy Policy shown on the Trust website, please click here for more information. For eligible posts, DBS disclosures are mandatory before commencement of employment. If you are in a position that is deemed a regulated adult and/or child care role, you will not be able to start your employment until we have received a satisfactory DBS Disclosure. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Convictions which would otherwise be considered as 'spent' will also be checked as part of an Enhanced DBS Disclosure.