Job overview
The ward clerk helps provide day-to-day clerical support to facilitate the smooth running of the ward under the direction and supervision of senior colleagues. This job role covers clerical duties meeting and greeting staff, patients and visitors, the movement of case-notes around the trust and the provision of, preparation of and maintenance of patient case-notes, booking transport, and ordering supplies and bed hire. As well as being responsible for maintaining the notes and ensuring all information governance and infection control standards are kept at all times and report any findings to the ward sister.
Main duties of the job
To support the administration service in recording patient information, making appointments, dealing with enquiries and liaising with clinicians. You will be required to work within the multi-disciplinary team in a ward area. To provide and effecting day-to-day clerical support to facilitate the smooth running of the ward under the direction and supervision of senior colleagues. This job role covers clerical duties meeting and greeting staff, patients and visitors, booking transport, ordering supplies, and bed hire. Additionally the movement of case-notes around the trust and the provision of, preparation of and maintenance of patient case-notes. Managing admission and discharging patients using trust software programmes ensuring essential computer skills, additionally some manual paperwork documentation all in a timely manner. Being a good communicator with good interpersonal skills is essential for the role. To answer telephone queries, families, other departments, be the meet and greet to the ward. To adopt a caring compassionate approach as you will often be a first contact for people who may be very anxious when coming to the ward. please see job description & person specs for full details
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Detailed job description and main responsibilities
To support the administration service in recording patient information, making appointments, dealing with enquiries and liaising with clinicians. You will be required to work within the multi-disciplinary team in a ward area. To provide and effecting day-to-day clerical support to facilitate the smooth running of the ward under the direction and supervision of senior colleagues. This job role covers clerical duties meeting and greeting staff, patients and visitors, booking transport, ordering supplies, and bed hire. Additionally the movement of case-notes around the trust and the provision of, preparation of and maintenance of patient case-notes. Managing admission and discharging patients using trust software programmes ensuring essential computer skills, additionally some manual paperwork documentation all in a timely manner. Being a good communicator with good interpersonal skills is essential for the role. To answer telephone queries, families, other departments, be the meet and greet to the ward. To adopt a caring compassionate approach as you will often be a first contact for people who may be very anxious when coming to the ward. Detailed job description and main responsibilities Communication
1. Answer the telephone in a timely and courteous manner; ensuring appointments are made efficiently whilst dealing with the public and in a professional and sensitive manner.
2. Provide information either in person or over the phone to visitors regarding ward routine, infection control, procedures and patient condition updates, where they may be barriers to understanding, as provided by the nurse in charge.
3. To collect essential information either via the telephone or directly and communicate with the appropriate member of the ward team.
4. To receive and make telephone calls as needed and as directed by the ward staff.
5. To handle difficult situations in a calm and professional manner.
6. Make all referral appointments in accordance with the templates and in chronological order, setting or adjusting templates as requested.
7. Negotiate with patients to book a suitable appointment within the national guidelines, dealing sympathetically with patients where there may be barriers to understanding.
8. To receive and direct patients, visitors and staff visiting the ward.
9. As directed by the nurse in charge, contact GP surgeries and other external agencies to obtain patient related information.
10. Deal with difficult and challenging patients and relatives in a calm and polite way
11. Deal with enquiries and issues that have been escalated in an efficient, polite and courteous manner, providing a caring, compassionate, helpful and understanding service to patients, staff and the general public.
Service Delivery and Improvement
12. To follow policies in own role which are determines by others.
13. Ensure each patient is loaded onto the correct waitlist with the appropriate procedure code onto the systems in line with the Trust’s policies and guidelines.
14. Plan own and office daily workload.
15. Involvement in planning patient discharges e.g. photocopying notes and booking transport.
16. Ensuring notes are available for ward attenders/elective admissions for the following day.
Please see job description & person specs for full details
Person specification
Experience
Essential criteria
17. Previous Admin experience
18. Known IT skills
19. Good commmunication skills, including good reading and writing skills
20. Ability to work under pressure
21. Able to take messages accurately
Desirable criteria
22. previous ward clerk experience
23. Knowledge of NHS computer systems
24. Evidence of having championed diversity in previous roles (as appropriate to role)
25. Evidence of having undertaken own development to improve understanding of equalities issues
Equality, Diversity, and Inclusion
Essential criteria
26. Evidence of having championed diversity in previous roles (as appropriate to role).
27. Evidence of having undertaken own development to improve understanding of equalities issues
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications