Maternity Ward Clerk

Sandwell and West Birmingham NHS Trust; Smethwick; On-site; GBP 10,000 - 40,000; Full time

Job summary

A regional healthcare provider is seeking a Ward Clerk for the Maternity department in Smethwick. This role involves providing essential administrative support to ensure smooth operations. Responsibilities include maintaining patient records, coordinating admissions, and acting as the first point of contact for patients. Candidates should have clerical experience, preferably in the NHS, and an NVQ in Customer care or equivalent. This position champions confidentiality and effective communication, contributing to quality patient care.

Qualifications

• Previous clerical experience.
• Previous NHS experience.

Responsibilities

• Maintain accurate electronic patient records.
• Support admission and discharge processes.
• Act as the first point of contact for visitors.

Skills

Clerical experience

Customer care

Professional communication

Education

NVQ Customer care or equivalent

Job description

This is an exciting opportunity to join the Maternity department as a Ward Clerk, providing essential administrative support to ensure the smooth and efficient running of the department. The successful candidate will work closely with midwives, doctors, and the wider multidisciplinary team to deliver safe, responsive, and well‑coordinated care for women and families using our maternity services.

You will be the first point of contact for patients, relatives, and visitors, ensuring a welcoming and professional environment. The role involves maintaining accurate electronic patient records, coordinating admissions and discharges, and supporting ward administration processes in line with Trust policies and CQC requirements.

This post is key to maintaining safe patient flow and ensuring compliance with information governance and data quality standards across maternity services.

Main duties of the job

• Maintain accurate and up‑to‑date patient information using Trust systems including IPM, Unity, BadgerNet, and CapMan.

Act as the first point of contact for all visitors and telephone enquiries to the maternity department, ensuring courteous and professional communication at all times.

Support the admission, transfer, and discharge process for patients, liaising with clinical teams and other departments as required.

Prepare and process documentation such as discharge summaries, outpatient follow‑up appointments, and results requests.

Ensure patient notes and electronic records are complete and managed in line with Trust policy and confidentiality standards.

Provide general clerical and administrative support, including filing, photocopying, stock control, and typing of ward correspondence.

Work collaboratively with the Ward Manager and Patient Administration Manager to support audits, data collection, and service improvement initiatives.

Participate in team meetings and contribute to ongoing service developments within maternity.

About us

Sandwell and West Birmingham NHS Trust (SWB) serves Birmingham and the Black Country - one of the country’s most culturally diverse areas. It’s a friendly and welcoming place – a place where you can belong, and a place where you can grow.

We care for our patients, we care about our population, and we care about our people.

Our values – Ambition, Respect and Compassion – are at the heart of who we are. They guide us every step of the way; how we work with each other, and how we look after our patients and their families; how we respect and value the rich diversity of our team and our community.

Our Trust has always aspired to be more than a hospital, more than a healthcare provider. Our purpose is "Improve the Life Chances and Health Outcomes of our Population." It is what inspires, drives, and unites us every day. It’s what makes us unique.

We want working at SWB to feel like more than just a job. We want our Trust to be a place where you can feel you belong. A place where you feel happy, safe, and rewarded. A place where you can develop your career in whatever way you choose. When we say we’re "with you all the way" we want you to know that we mean it. Visit the SWB website to find out more about our ambitions and people plans.

Job responsibilities

Detailed Job Description

The Ward Clerk plays a vital role within the maternity department, providing comprehensive administrative and clerical support to medical, nursing, and midwifery staff. Working with limited supervision, you will ensure all administrative functions are delivered efficiently to support safe and effective patient care.

Key duties include maintaining accurate electronic records for all maternity inpatients, managing admissions and discharges through Trust systems, and ensuring all relevant documentation is completed and stored appropriately. You will coordinate with the clinical team to arrange follow‑up appointments and process discharge documentation in a timely manner.

The post holder will act as a central communication link for the ward, handling all enquiries from staff, patients, and visitors, and escalating matters appropriately. They will also assist in maintaining supplies, supporting audits, and preparing notes as directed by the Ward Manager.

A commitment to confidentiality, professionalism, and teamwork is essential. You will be expected to demonstrate flexibility to ensure administrative cover is maintained, supporting other maternity areas where required.

Main Responsibilities

Provide an efficient, welcoming, and professional service to staff, patients, and visitors.

Maintain complete and accurate patient records in accordance with Trust procedures and data protection legislation.

Support clinical teams with the coordination of patient admissions, transfers, and discharges.

Maintain appropriate stock levels of stationery and administrative supplies.

Liaise with other departments to support patient care pathways.

Assist in the training and induction of new staff as required.

Adhere to all Trust policies including health and safety, infection control, safeguarding, and confidentiality.

Contribute to a positive ward environment that upholds the Trust’s values of compassion, respect, and teamwork.

• Complete other duties as required.

Person Specification

Experience

• Previous clerical experience
• Previous NHS experience

Qualifications

• NVQ Customer care or equivalent qualification

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.