Ward Clerk

PENNINE CARE NHS FOUNDATION TRUST; Ashton-under-Lyne; On-site; GBP 20,000 - 25,000; Full time

Job summary

A reputable healthcare trust in Ashton-under-Lyne seeks a motivated Ward Clerk to provide essential administrative support to the Multi-Disciplinary Team on Saxon Ward. The role involves maintaining patient records, coordinating communications, and assisting with admitted patients. Ideal candidates will have experience in a healthcare environment, excellent communication skills, and the ability to manage multiple tasks efficiently. Join us to make a difference in our communities and provide outstanding care.

Qualifications

• Experience in administrative or secretarial roles within a healthcare setting is desirable.
• Ability to work using own initiative and prioritise own workload.
• Effective communications with patients, relatives, and professionals.

Responsibilities

• Provide comprehensive administrative support to the Ward Manager and nursing staff.
• Maintain accurate record keeping and neat filing.
• Input patient details into the computer system accurately.

Skills

Administrative experience

Communication skills

Proficiency with patient records systems

Job description

Overview

We are seeking a highly motivated individual to join our team on Saxon Ward based at Tameside General Hospital as a Ward Clerk. Saxon Ward is a 22 bedded male acute ward that provides care for service users with a range of mental illnesses. We aim to offer the best care to both patients and those who support them, working with families and carers on a discharge pathway back into the community. Where this is not possible, we assist in a smooth and dignified transfer into permanent care.

The post holder will provide comprehensive administrative support and secretarial assistance to the Multi-Disciplinary Team on Saxon Ward, supporting the Ward Manager and nursing staff and liaising with other professionals on the ward. They will ensure accurate record keeping and filing in line with standards and Trust policies and procedures.

Responsibilities

• Provide comprehensive administrative support and secretarial assistance to the Ward Manager, Nursing staff, and the Multi-Disciplinary Team on Saxon Ward.
• Maintain correct and neat filing within case notes and ensure timely record keeping in line with standards.
• Answer and make telephone calls; take messages and relay accurate information with a polite and courteous manner.
• Allocate documents for admission of patients and enter basic details as appropriate; adhere to records management policy.
• Input patient details onto the computer system in a timely and accurate manner; maintain bed occupancy state on the PARIS system including admission referrer, area PCT, transfer, AWOLs, suspended leaves, and discharge.
• Take bookings and log diary appointments; provide face-to-face contact with patients, relatives/carers, and other professionals as the first point of contact for the ward.
• Ensure the fire register is signed by staff and visitors; welcome and provide refreshments for service users on the ward.
• Act as liaison between other hospital wards/departments; refer patients, relatives, or carers to nursing staff when a clinical perspective is required.
• Maintain stock levels of stationery, medical supplies, and food for ward use; order stock via the purchasing system.
• Work as part of the secretarial/administrative team and provide cover as required; act as point of contact for safer staffing (via email/telephone).
• Prepare and update nursing board daily; use own initiative to prioritise workload; produce written protocols for administrative processes.
• Provide supervision and support for administrative staff; prepare annual off duties/time owing/leave logs.
• Provide up-to-date bed state information to the bed management team; arrange transport, meetings, hotels, and courses as required.
• Arrange interpreters for meetings; undertake photocopying for the ward (admission packs, welcome packs, induction packs for new staff).
• Log compliments/complaints/family and friend feedback and send to governance; send information to carers; request notes for junior doctors and nursing staff for audits.
• Time-table meetings and circulate CPA/ward round dates and times to advocacy; attend team meetings as requested and take minutes.
• Ensure Trust policies and procedures are followed at all times; support the administrative function of the ward.

Qualifications and Requirements

• Experience in administrative or secretarial roles within a healthcare setting is desirable.
• Ability to work using own initiative and prioritise own workload.
• Proficiency with computer systems used for patient records and bed management; accuracy in data entry and record keeping.
• Effective communications with patients, relatives, carers, and professionals; professional and courteous manner at all times.
• Commitment to equality, diversity, and inclusion and to safeguarding standards as applicable.

Additional Information

• Pre-employment checks will be carried out in line with NHS Employment Check Standards, including identity, right to work, DBS/consent where applicable, professional registrations, occupational health, and references.
• External applicants may be required to provide HMRC employment history covering the most recent three years.
• We are an approved sponsoring organisation; sponsorship eligibility will be reviewed in line with government guidance. If the role is not eligible for sponsorship, failure to evidence right to work may result in withdrawal of a conditional offer.
• We reserve the right to close vacancies earlier than the advertised closing date if a sufficient number of applications are received.
• We are committed to equality, diversity and inclusion and welcome applications from diverse communities; reasonable adjustments available on request.

What happens after you apply: you will be informed about progress via email; shortlisted applicants demonstrating the criteria will be invited to interview. If offered the position, you will receive a formal conditional offer via email and be invited to a Trust Welcome Session.

If you are kind, fair, ingenious and determined, we want you to join our #PennineCarePeople. Our vision is a happier and more hopeful life for everyone in our communities, and our staff work hard to deliver the very best care.