Job overview
We are seeking a highly motivated individual to join our team on Arden ward based at Stepping Hill hospital as our Ward Clerk.
Arden Ward is a 24 bedded male acute ward who provides care for services users with a range of mental illnesses. We aim to offer the best care we can provide to both patients and those that support them. We will work with families and carers on a discharge pathway back into the community, into their own homes and where this is not possible, assist in a smooth and dignified transfer into permanent care.
The individual will be required to provide comprehensive administrative support, ensuring work is produced effectively and efficiently in accordance with Trust policies and procedures, whilst maintaining consistently high standards at all times.
Main duties of the job
The post holder will be expected to undertake all aspects of the role identified in the job description and meet the requirements of the person specification. They will provide comprehensive secretarial support and administrative assistance to the Multi-Disciplinary Team on Arden ward, supporting the Ward Manager and Nursing staff and liaising with other professionals on the ward.
Working for our organisation
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.
Our ambition is to maximise people’s potential and we aim to promote an inclusive environment and improve the diversity of our workforce so our people truly represent the communities we serve.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
Detailed job description and main responsibilities
Ensuring correct scanning within the patient electronic record in a timely manner in line with standards for record keeping.
Performing telephone duties, taking messages and relaying accurate information to the relevant sources, ensuring polite and courteous telephone manner at all times.
Allocating relevant documents for admission of patients and entering basic details as appropriate on electronic systems. Adhere to records management policy.
Input of patient details onto the computer system in a timely and accurate
manner.
To ensure an accurate bed occupancy state is available by maintenance of
information held on the PARIS system for each patient on the ward, to include admission referrer, Area PCT, transfer, AWOL’s, suspended leaves and discharge.
Take bookings and log in diary-appointments.
Face to face contact with patients, relatives/carers, other professionals i.e.
Solicitors / Police / Social Workers / GP’s as first point of contact onto the ward creating a positive and courteous approach. Ensure the fire register is signed by staff and visitors. Welcome and provide refreshments for all service users onto the ward.
Act as a liaison and messenger between other hospital wards and departments.
Liaise with patients and their relatives providing appropriate accurate information, or referring them to a member of nursing staff, when a clinical perspective is required.
Ordering of non-stock supplies utilising purchase order system.
To work as part of the secretarial / administrative team and provide cover when required.
Point of contact for safer staffing (via email / telephone).
Prepare and update nursing board daily.
To be able to work using own initiative and prioritising own workload.
Produce written protocols for administrative processes.
Support and oversee administrative work carried out by new administrative staff.
Undertake the sending of information to carers.
Time table meetings and send out dates and times of CPA’s / Ward rounds to advocacy.
Attend team meetings / nursing assistant meetings and qualified nursing staff /business and governance as requested and take minutes.
To ensure the policies and procedures of the trust are followed at all times.
To undertake photocopying for the ward welcome packs and induction packs for new staff.
Log all compliments / complaints / family and friend tests and send to governance.
Communicate 7 day follow up to care co-ordinator and governance and discharge prescription to GP.
Arrange interpreters for meetings.
Person specification
Education / Qualifications
Essential criteria
* NVQ 3 qualification or relevant experience
* IT Literate
Experience
Essential criteria
* Demonstrable clerical experience on a ward setting
* Raising orders
Desirable criteria
* Previous experience of working in NHS setting
Knowledge
Essential criteria
* Knowledge of Microsoft Office Applications
* Awareness of mental health difficulties.
* Understanding of issues of confidentiality
* Knowledge of PARIS
Desirable criteria
* Knowledge of NHS electronic systems
Skills & Abilities
Essential criteria
* Good communication skills in both written and spoken English
* Ability to work as part of a team and on own initiative
* Ability to work under pressure with sensitive, sometimes distressing information.
* Excellent time management and prioritising skills
Work Related Circumstances
Essential criteria
* Willing to work flexibly within the demands of the post
* Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
📝 Application support - We also offer virtual application support sessions each month, where you will learn some hints and tips to support you in completing your application form. To secure your place, and to find out more visit the on our website.
🌍 Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the
📬 After You Apply - Once your application is submitted, you’ll receive updates via email. Shortlisting is based on how well you meet the criteria outlined in the person specification. Only shortlisted candidates will be invited to interview, and invitations will be sent by email.
✅ If You're Offered the Role - If successful, the hiring manager will contact you directly with a verbal offer. They will then notify the Recruitment Team and submit the necessary paperwork. You’ll receive a formal conditional offer via email
🔍 Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with. These include:
* Identity verification
* Right to work check
* Disclosure and barring service (DBS)/Criminal record check (dependent on role)
* Professional registration and/or qualification check
* Occupational health assessment
* Employment history and reference validation
All applicants external to Pennine Care NHS Foundation Trust will be required to provide their to cover the most recent three years employment. This information will used to validate employment history and references.
If you require sponsorship, we will assess your eligibility based on current If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.
🚀 Once Checks Are Complete -
The Recruitment Team will coordinate with you and the hiring manager to confirm a start date. You’ll be booked onto a Trust Welcome Session and receive your Pennine Care NHS Terms and Conditions.
📣 Additional Information -
We are committed to equality, diversity, and inclusion (EDI), and we strive to ensure our workforce reflects the communities we serve. We actively encourage applications from individuals of diverse backgrounds to help us grow, innovate, and improve.
If you wish to be considered under the Disability Confident Scheme, you will be guaranteed an interview if you meet the essential criteria for the role.
If you need reasonable adjustments during the recruitment process, please contact us on 0161 716 3181 as early as possible so we can support you.
Please note:
* We do not accept unsolicited contact from recruitment agencies. Hiring managers should not be contacted directly.
* We may close vacancies early if we receive a high volume of applications. To ensure your application is considered, please apply as soon as possible.