Ward Clerk Team Leader
This role provides leadership and supervisory support to the administrative team within the Ward Department. The post holder coordinates the daily workload of ward clerks, ensures a comprehensive administrative service in accordance with Trust standards, acts as senior point of contact for complex enquiries, and supports the Ward Manager with rota management, training, and service improvement initiatives within the UHCW Improvement framework.
Closing date: 10 June 2026
Official sponsor eligibility: Sponsorship is not eligible for this post.
Immunisation: Successful applicants will be required to provide an immunisation and vaccination report, from either their current UK occupational health provider or their UK GP.
Job responsibilities
* Act as the first point of contact for routine enquiries and take action as necessary, liaising with others as appropriate.
* Communicate with staff, patients and/or external organisations using appropriate methods.
* Maintain both manual and electronic filing systems and databases, ensuring all documents are accurately archived in line with Trust policies.
* Provide efficient and comprehensive administrative support, including photocopying, and support to departments and other team members as requested.
* Utilise relevant Trust IT systems, ensuring all patient data is collected and input accurately in line with Trust guidelines.
* Collate, input and monitor department documentation to assist with the production of monthly reports.
* Disseminate all relevant information to departments, external and internal users (e.g., minutes, memos).
* Assist with training new team members in Trust operational systems and department procedures.
* Order and manage stationery and equipment, monitoring and maintaining stock levels using the Integra system.
* Receive and distribute incoming/outgoing post and act accordingly.
* Prioritise daily tasks to achieve set timescales.
* Act as first point of contact for complaints within the department, dealing with them in line with Trust policy and values.
* Provide cover in the absence of other team members.
* Contribute to patient and business improvement agendas; share ideas for potential service improvement.
* Supervise the daily workload of the Ward Clerk team, ensuring adequate cover for the ward at all times.
* Coordinate staff rotas and manage annual leave requests to ensure service continuity.
* Lead the induction and training of new Ward Clerks in Trust operational systems (e.g., Integra, EPR) and departmental procedures, signing off on competencies.
* Monitor data entry accuracy regarding patient admission, discharge and transfer to support Trust targets and income recovery.
* Liaise with Medical Staffing, Health Records and other support services to resolve systemic issues affecting the ward.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a submission for Disclosure to the Disclosure and Barring Service to check for any previous criminal convictions.
Employer name
University Hospitals Coventry and Warwickshire NHS Trust
Address
University Hospitals Coventry and Warwickshire
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