Job overview
The core hours for this role are Tuesday mornings, Thursday and Friday afternoons, and alternate Saturdays. Additional hours will be scheduled to reach full-time (37.5 hours per week) and can be arranged flexibly to suit both the employee and the organisation. Please note, this position requires on-site work only.
The Ward Clerk is responsible for efficiently managing administrative and clerical tasks related to patient care within the ward. This role ensures the accuracy and timely completion of patient records, admission, discharge, and follow-up processes. Acting as a key communication link between patients, clinical teams, and external partners such as GPs and other NHS Trusts, the Ward Clerk supports smooth ward operations while upholding confidentiality, professionalism, and the Trust’s values.
Main duties of the job
1. Verify and update patient details accurately upon admission, including personal and GP information.
2. Manage patient discharge paperwork, ensuring all documentation is correctly completed and distributed to relevant parties.
3. Handle incoming correspondence and direct it appropriately within the ward team.
4. Respond to telephone and in-person enquiries professionally, escalating to supervisory staff when necessary.
5. Book post-inpatient follow-up appointments and manage follow-up referrals via Careflow.
6. Arrange patient transport for discharge or transfers, including accompanying medical documentation.
7. Maintain and update patient information on electronic systems (Careflow, CV5), ensuring accurate admission, transfer, and discharge records.
8. Support ward audits, stationery supply management, and maintain a welcoming environment for patients and visitors.
9. Collaborate with the Deputy Administrative Supervisor to improve ward administrative processes and resolve issues.
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
Role Summary
Responsible for ensuring the administrative and clerical work related to patient care are competently managed.
Ensure that all paper and computer stored data surrounding a patient episode is completed accurately and promptly.
To deal efficiently and in professional manner enquires from both patients and staff internally and externally.
Key Working Relationships
Internal: All clinical and non-clinical staff.
External: Other NHS Trusts, patients and GPs.
Main Duties and Responsibilities
Communication
·When admitting patients, the following details must be checked and updated – Title, Sex, First Name, Surname, Marital Status, Date of Birth, Religion, Ethnic Group, GP Name, Practice name, GP applies, Address, Postcode, Next of Kin and all telephone contact numbers.
·Ensure all patient discharge information is correctly filled out by nursing and medical staff and where appropriate send to GP, Secretary, anti-coagulation department and file copy in case notes.
·Open all incoming post unless marked to a specified member of staff. Process and pass to appropriate members of nursing team.
·Be responsible for ensuring all the relevant correspondence is located.
·Answer telephone enquires following departmental protocol, both internal and external, from other members of staff, departments, patients/relatives and other hospitals, referring them to the supervisory staff member when necessary.
·When elective patients arrive on the ward check correspondence, amending any details on Careflow and CV5. Add their details to ward admission book specifying date of admission, consultant, and GP. Also ensuring that admission and discharge time are recorded.
·Booking of post inpatient follow up appointments – patients leaving with follow-up appointment in their hand Send follow up requests to relevant department/team. Mark in file to record that the request has been made.
·To ensure where the patient no longer requires future follow-up that the Referral is discharged using Careflow
·To outcome and discharge referrals as and when appropriate.
·Arrange transport for patients being discharged home or to another hospital as required.
·Report and log maintenance issues that may arise on ward. Liaising with Ward Manager if necessary.
·Organise appropriate transport and ensure original/photocopied notes and/or x-rays/x-ray reports are sent with the patient if they are transferred elsewhere.
·Record and participate in ongoing ward audits.
·Welcome visitors and patients, directing enquiries to the nurse in charge.
·Obtain information from patients to process any health insurance claim forms.
·Ability to exercise discretion to ensure that patient confidentiality is maintained, and a professional, respectful hospital environment always exists.
·Monitor and maintain appropriate levels of stationery and order as and when necessary, informing the ward manager of any potential problems in a timely manner.
·Work as a team with other ward clerks, being considerate and flexible, and taking the needs of your peers into consideration.
·Undertake photocopying for ward and ensure that required levels of documents are maintained.
Service Delivery and Improvement
·Ensure on a daily basis that the ward board/admissions book is checked for recent discharges and patients due to be admitted. Responsible for adding admission and full patient details onto Careflow and CV5. Maintain and monitor ward information recorded on Careflow and CV5. Ensuring that all patients are admitted to the correct ward bed, consultant, and specialty.
·Responsible for the updating all admissions, transfers of care, discharges, and transfers to different wards information on Careflow and CV5 on an ongoing basis
·To access the spine with a smart card to find NHS numbers.
·When admitting patients to the ward ensure that if the patient is an overseas visitor that the correct policies and procedures are followed.
·Identify and manage duplicate case notes, including when appropriate organising the merging of electronic records and amalgamation of case notes
·Responsible for ensuring that all patient records reach the clinical coding department in a timely basis to be coded.
·Providing annual leave and sickness cover as appropriate for other ward clerks.
People Management and Development
·To assist training of new staff when requested
·To work closely with the Deputy Administrative Supervisor to review working practices, identify new improved ways of working and find solutions to problems.
·Contribute to the continued training of new members of staff and colleagues within the department, as required.
·The ability to cross cover different ward areas when required during times of unplanned absence with a standardised job description and ward matrix
·The ability to work unsupervised.
·Ensure that all mandatory training required for the post is kept up to date.
·To undertake any other relevant duties commensurate with grade, which might reasonably be required to assist in the smooth running of the ward area as advised by the Deputy Administrative Supervisor.
·Ensure personal/professional development is identified and carried out through the appraisal process.
Patient Care Delivery
·To assist training of new staff when requested
·To work closely with the Deputy Administrative Supervisor to review working practices, identify new improved ways of working and find solutions to problems.
·Contribute to the continued training of new members of staff and colleagues within the department, as required.
·The ability to cross cover different ward areas when required during times of unplanned absence with a standardised job description and ward matrix
·The ability to work unsupervised.
·Ensure that all mandatory training required for the post is kept up to date.
·To undertake any other relevant duties commensurate with grade, which might reasonably be required to assist in the smooth running of the ward area as advised by the Deputy Administrative Supervisor.
·Ensure personal/professional development is identified and carried out through the appraisal process.
Person specification
Experience / Qualifications
Essential criteria
10. Good working knowledge of administrative and clerical practice.
11. Good working knowledge of administrative and clerical practice.
12. Good interpersonal skills.
13. Working knowledge of NHS organisations.
Desirable criteria
14. Knowledge of data protection and Caldicott.
Specific Requirements
Essential criteria
15. Knowledge of Word, Excel, PowerPoint, Access and other related PC applications.
Desirable criteria
16. Knowledge of Careflow (trust based administrative system).
Skills
Essential criteria
17. Evidence of having undertaken own development to improve understanding of equalities issues.
People Management and Development
Essential criteria
18. Able to work on own initiative without direct supervision.
19. Self-motivated.
Equality, Diversity, and Inclusion
Essential criteria
20. Evidence of having championed diversity in previous roles (as appropriate to role).
Freedom to Act
Essential criteria
21. Ability to work unsupervised.
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