Job overview
The Ward Clerk plays a vital role in supporting the smooth and efficient operation of the Emergency Floor at Worthing Hospital. As the first point of contact for patients, visitors, and staff, the postholder provides high‑quality clerical, administrative, and reception support that underpins safe, compassionate, and timely patient care.
Working under the direction of senior colleagues, the Ward Clerk ensures that patient information is accurate and accessible, case notes are managed effectively, appointments are booked in line with Trust and national standards, and communication across the multidisciplinary team is clear and efficient. The role also supports patient flow by coordinating key administrative processes, managing records on Trust systems, and assisting with discharge preparations.
This is a busy and varied role requiring excellent communication skills, strong organisational ability, and a calm, compassionate approach—particularly when working with distressed patients or relatives in a fast‑paced clinical environment. The Ward Clerk is an essential part of the Emergency Floor team and contributes to the Trust’s “Patient First” mission by helping to deliver excellent care every time.
Main duties of the job
The Ward Clerk plays a key role in ensuring the smooth and efficient running of the Emergency Floor by providing high‑quality clerical and administrative support. This includes welcoming and directing patients and visitors, managing telephone enquiries, and ensuring accurate communication across the multidisciplinary team. The role requires maintaining and organising patient case‑notes, updating information on systems such as PAS, Sema Helix, and Evolve, and supporting the booking of appointments and planning of patient discharges. A calm, compassionate approach is essential when dealing with distressed patients or relatives, as well as when navigating the fast‑paced and sometimes challenging ward environment.
In addition to administrative duties, the Ward Clerk supports patient flow and wider ward efficiency by coordinating documentation, ordering equipment and supplies, and ensuring the timely preparation of notes for admissions and ward attenders. The role also contributes to staff support through e‑rostering processes, assisting with daily workload organisation, and collaborating closely with nursing and medical teams. Commitment to learning and development, upholding Trust values, and contributing to the “Patient First” culture are central expectations of the role, reflecting its importance in delivering excellent patient care and supporting a positive, inclusive workplace.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. 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 3) and a Veteran Aware Trust.
Candidate Pack
Detailed job description and main responsibilities
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you do not meet the sponsorship requirements, and you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
Summary of Main Duties
Communication
1. Greet and direct patients, visitors, and staff in a professional manner.
2. Answer telephone calls promptly, provide non-clinical information, and relay messages to the appropriate team members.
3. Handle difficult or sensitive situations calmly and respectfully.
4. Liaise with GP surgeries and external agencies to gather patient information.
5. Support staff and patients by arranging referral and clinic appointments.
Service Delivery & Administration
6. Prioritise and manage daily clerical tasks to support smooth ward operations.
7. Prepare, organise, and maintain patient case notes and ensure they are available for admissions and ward attenders.
8. Input and update patient information accurately on hospital systems (e.g. Sema Helix, PAS, Evolve, Safer Care).
9. Assist with patient discharge processes, including printing summaries, booking transport, and organising documentation.
10. Maintain adequate ward supplies and order equipment as required.
11. Support outpatient appointment scheduling in line with Trust procedures and national targets.
People Management & Support
12. Contribute to staff rostering and workforce planning using e‑rostering processes.
13. Demonstrate tasks to other staff when needed and work independently with minimal supervision.
Patient Care Support
14. Provide basic non-clinical assistance to patients, such as refreshments or information about ward routines.
15. Support bereaved relatives sensitively and provide bereavement information when appropriate.
16. Act as fire warden when trained.
Learning & Development
17. Participate in mandatory training and personal development activities.
18. Engage in appraisal processes and identify areas for ongoing learning.
Person specification
Qualification and experience
Essential criteria
19. Clerical and administrative experience
20. Numeracy and literacy skill
21. Knowledge of medical terminology
22. Experience dealing with people face‑to‑face or on the telephone
Desirable criteria
23. Understanding of the ward clerk role based on the JD
24. Previous NHS experience
Skills and competence
Essential criteria
25. Strong interpersonal and communication skills, including excellent telephone manner
26. Ability to negotiate with patients (e.g., appointment booking)
27. Ability to demonstrate empathy and understanding
28. Ability to prioritise and manage conflicting workloads
29. Teamworking skills
IT skills
Essential criteria
30. IT literacy (Word, Excel, Outlook, Internet)
31. Experience using hospital systems (e.g., PAS, Evolve, Sema Helix)
Personal Qualities & Behaviours
Essential criteria
32. Ability to communicate with staff at all levels
33. Flexible, resilient attitude and able to work independently
34. Commitment to safeguarding adults and children
Equality, Diversity and Inclusion
Essential criteria
35. Evidence of having undertaken own development to improve understanding of equalities issues
36. Evidence of having championed diversity in previous roles (as appropriate to role)
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