Overview
We are looking for a friendly, self‑motivated individual to join our team as ward clerk in the East Midlands Planned Care Centre – Surgical Day Case Unit.
You will provide administrative support and act as the first point of contact for staff, visitors and callers, responding to enquiries and directing calls as appropriate.
Using the Trust’s IT systems, you will ensure patient case notes and relevant paperwork are updated, filed correctly and readily available within the ward trolley for the entirety of the patient’s stay through theatre arrivals to patient discharge.
Part and full‑time positions are considered. You will be required to work a range of shifts, including early and late shifts, with some elements of weekend working as well.
Responsibilities
* Provide day‑to‑day clerical support to facilitate the smooth running of the Surgical Day Case Unit under the direction and supervision of senior colleagues.
* Meeting and greeting staff, patients and visitors, and the movement of case‑notes around the Trust.
* Preparation and maintenance of patient case‑notes (during IT system downtime).
* Co‑ordinate the patient pathway as needed in each area in line with national targets, meeting the Trust’s targets.
* Support the administration service in liaising with surgical specialties, recording patient information, dealing with enquiries and liaising with clinicians.
* Work within the multi‑disciplinary team in a ward area.
* 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.
* Provide information either in person or over the telephone to visitors regarding ward routine, infection control, procedures and patient condition updates.
* Collect essential information either via the telephone or directly and communicate with the appropriate member of the ward team.
* Receive and direct patients, visitors and staff visiting the ward.
* Deal with difficult situations in a calm and professional manner.
* Deal with difficult and challenging patients and relatives in a calm and polite way.
* 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.
* Keep list of patients admitted / discharged.
* Follow policies in own role which are determined by others.
* Plan own and office daily workload.
* Involvement in planning patient discharges e.g. photocopying notes and booking transport.
* Ensuring notes are available online for ward admissions.
* Hiring equipment as requested by the ward sister/nurse in charge.
* Ensuring there are sufficient supplies of forms and other related equipment on the ward area.
* Liaise with and provide information to various service providers, clinicians and operational managers regarding theatre sessions to facilitate forward planning in these areas.
* Enter all patient information onto IT systems for all patients arriving and leaving the ward and theatre areas.
* Assist with patient flow by the timely printing of discharge summaries, checking all discharge summaries are published and recorded on ORMIS (theatre IT system).
* Liaising with nursing staff and contacting surgical specialties as appropriate to assist with patient flow.
* Provide advice and demonstrate own process to new, less experienced and other staff members to ensure service continuity.
* Book staff training as indicated by the nursing team.
* Adhere to uniform policy for clinical staff.
* Assist with the orientation of all new staff by requesting uniforms, IT access and smart cards.
* Be able to organise time effectively.
* Communicate effectively with a variety of people remaining courteous at all times, especially when dealing with patients and relatives.
* Remain calm under pressure.
* The post holder must be an excellent team player who works closely with colleagues to deliver a smooth and sufficient service.
* Give general non‑clinical advice when asked e.g. visiting time, staff names.
* Dealing with bereaved relatives who may be in clinical area and appear distressed, offering bereavement book as appropriate.
* Act in role of fire warden where appropriate training provided.
Qualifications
* Computer literate.
* Excellent communication and interpersonal skills.
* Experience of working in an NHS environment would be an advantage.
This advert closes on Sunday 26 Oct 2025.
#J-18808-Ljbffr