Clerical Co-ordinator - Acute Medicine

The Princess Alexandra Hospital NHS Trust; Harlow; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading healthcare provider in Harlow is looking for a Clerical Co-ordinator for Acute Medicine. This full-time, permanent position involves providing comprehensive administrative and clerical support to the healthcare team. Responsibilities include registering patients, maintaining records, answering inquiries, and covering the reception area. While no prior experience is required, good IT and customer service skills are preferred. The role includes shift work and training will be provided to help you succeed in this vital front-line position.

Benefits

Development opportunities

Flexible working

Wellbeing focus

Qualifications

• Entry-level position with full training provided.
• Previous experience in a similar role preferred.
• Previous NHS experience is advantageous.

Responsibilities

• Provide a professional reception service.
• Maintain patient confidentiality at all times.
• Ensure accurate patient record management and reporting.

Skills

IT Skills

Customer Service

Education

GCSE Maths & English Grade C or above

NVQ Level 3 in Administration

Job description

Clerical Co-ordinator - Acute Medicine

Go back The Princess Alexandra Hospital NHS Trust

The closing date is 02 January 2026

Acute Medicine is looking for a friendly and enthusiastic individual to join our team of Clerical Co‑ordinators on a full‑time, permanent basis. You will provide administrative support to the reception area rotating through all of our units, SDEC, AAU and Charnley.

Your duties will include, but are not restricted to, the registration of patients, maintenance of patient records, filing, arranging for clinic appointments, answering telephone enquiries and data entry onto the hospital computer systems.

This is a vital front‑line role where you will provide a professional reception and clerical service, ensuring patients, relatives and visitors feel welcomed, supported and confident in the care they receive. You will be the first point of contact for patients and families, maintaining dignity and confidentiality while supporting the ward team with essential administrative tasks that keep patient care flowing smoothly.

This is an entry‑level role where full training will be provided, so while you are not required to have any previous experience, well‑rounded IT skills and/or customer service experience will be advantageous.

This post is shift‑based to cover a 24/7 service and will include some unsocial hours, including weekends and bank holidays on a rolling rota. Shifts of either 07:30‑19:30 or 10:00‑22:00.

Main duties of the job

To provide a full comprehensive reception, administrative and clerical service in support of the multidisciplinary team involved in patient care within the department. To provide an appropriate front‑of‑house service that is professional and customer‑centred to all patients and their families who are undergoing care at The Princess Alexandra Hospital.

This will be a supporting role across all inpatient wards and departments. You will work autonomously and with the team to ensure high standards of administration and patient experience.

About us

The Princess Alexandra Hospital NHS Trust (PAHT) is proud to care for the communities of West Essex, delivering safe, compassionate and high‑quality services. We are part of the Neighbourhood Wave – a national programme that is changing how care is delivered by focusing on prevention, early support and more joined‑up services across health, social care and the voluntary sector. This means we are working more closely with local partners to bring care closer to home and support people to live healthier, more independent lives. We are a supportive and inclusive organisation that values its people. We offer development opportunities, flexible working and a strong focus on wellbeing. As a Disability Confident and equal opportunities employer, we welcome applicants from all backgrounds and experiences. Join us and help shape the future of care in West Essex.

Job responsibilities

Job overview

To provide a full comprehensive reception, administrative and clerical service in support of the multidisciplinary team involved in patient care within the department. To provide an appropriate front‑of‑house service that is professional and customer‑centred to all patients and their families who are undergoing care at The Princess Alexandra Hospital.

This will be a supporting role across all inpatient wards and departments. You will work autonomously and with the team to ensure high standards of administration and patient experience.

Main duties of the job

• To work shift times of either 07:30‑19:30 or 10:00‑22:00
• To provide an efficient and professional reception and clerical service which gives confidence to patients and their relatives
• To promote the professionalism of the Trust and maintain the privacy and dignity of the patient at all times while maintaining a warm, friendly and helpful welcome and the reception area and desk is kept clean and tidy
• Provide relevant information to patients and relatives clearly and in a way that they understand and in a sympathetic and sensitive manner.
• To answer all telephone enquiries, taking and relaying messages in a polite and helpful manner ensuring patient confidentiality at all times.
• To ensure that all patient activity including admission, discharges and transfers to and from the ward are accurately recorded in a timely fashion as patient movement occurs, by the use of currently used system.
• To liaise with Nurses, Doctors, MDT and other members of the Department team obtaining and communicating necessary information accurately to assist the provision of a quality service for patients.
• To ensure the patient records are requested and available for patients admitted to the ward or as required.
• Ensure patient records are maintained and electronically tracked in accordance with the Trusts policies and procedures
• Ensure the patient records trolley is tidy and records are filed in correct order.
• To respond to patient record requests in a timely and efficient manner ensuring confidentiality and security is adhered to at all times in line with the Freedom of Information Act 2000 and the Data Protection Act 1999.
• Ensuring that all printed investigation results are signed by the relevant medical team and filed properly.
• Support discharge planning by phoning outside sources (Social Services/District Nurses/ICT etc.) with reference to different aspects of patients care as requested by the ward team and file all relevant documentation using agreed processes.
• Arrange patients transport to another hospital/ home by completing necessary paperwork as required.
• To provide an accurate and timely appointment booking service for patients requiring follow up outpatient or follow‑up appointments.
• Support discharge process by printing TTAs from JAC and sending to GPs and photocopying notes or patient records as required for onward care of patients.
• At the request of the nurse in charge liaise with various internal departments and external agencies e.g. Admissions, Medical Records, X‑Ray to support patient flow.
• Manage post delivered to the ward, re‑directing mail to correct location as required. 18. Order all ward stationery ensuring adequate stock levels at all times. (To include patient leaflets) under the direction of the Ward Manager.
• To actively participate in updating the ward diary.
• Ensure information boards are kept up to date and information displayed is in date and laminated.
• Reporting equipment problems (including IT issues) as raised by the ward staff using the appropriate mechanism e.g. Estates and Facilities, EBME, and IT Helpdesk; following through to ensure the problem is resolved on the ward and any issues escalated to the nurse in charge
• Ensure confidentiality of staff and patient information in accordance with Trust Policies and procedures.
• To support and assist all Ward staff with general administration duties.

Person Specification

Qualifications

• GCSE Maths & English Grade C or above or equivalent
• NVQ Level 3 in Administration

Experience

• Previous experience in a similar role
• Previous NHS experience

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

The Princess Alexandra Hospital NHS Trust