Ward Clerk

Bedfordshire Hospitals NHS Foundation Trust; Bedford; On-site; GBP 23,000 - 28,000; Part time

Job summary

Bedfordshire Hospitals NHS Foundation Trust is seeking a Ward Clerk at Bedford Hospital on a part-time basis (30 hours per week). You will handle ward administration, support patients and relatives, and ensure accurate input of admissions and discharge details into IT systems.

The role requires GCSE or equivalent and IT proficiency, with a focus on data quality and confidentiality. You will join a friendly team on rotating shifts, contributing to high-quality patient care and efficient ward

Qualifications

• GCSE or equivalent qualification.
• Experience in a customer facing/reception role.
• Experience using IT packages and IT systems.

Responsibilities

• Provide front line clerical service to ward staff and reception duties for patients and relatives.
• Input patient level data into clinical IT systems for admissions, discharges and transfers with data quality.
• Manage workload flexibly, cover ward areas as required and support discharge processes.

Skills

Customer facing

Reception experience

IT systems experience

Education

GCSE or equivalent

Tools

IPM

Nerve Centre

Mediviewer

Job description

Main area Ward Clerk Grade NHS AfC: Band 2 Contract Permanent Hours Part time - 30 hours per week (Working a rotating shift pattern: 2 weeks 07:30 - 14:00, followed by 2 weeks 15:30 - 22:00) Job ref 418-COR99199-SSJ-A

Site Bedford Hospital Town Bedford Salary £25,272 pa Salary period Yearly Closing 23/09/2026 23:59

Job overview

An exciting opportunity has arisen for a Ward Clerk at Bedford Hospital. You will have interaction with patients and relatives as well as staff based at Bedford Hospital. You will be an organised, efficient and motivated individual who is trustworthy and reliable. You must be able to be adaptable within your work role to support the team in all aspects of ward administrative cover. This is an exciting team that will give you the opportunity to grow and develop. The team consists of ward clerks and receptionists that work together sharing their knowledge and experience.

Although we have a very strong learning and development function, we appreciate you will need to have acquired some skills and experience from your career in order for your time with us to be a real success. These can be found in the Person and Job Description attachment on NHS Jobs.

However we have highlighted some of them below.Educated to GSCE standard or equivalentExperience of working in a customer facing/reception roleExperience of using IT package

Main duties of the job

An exciting opportunity has arisen for a ward clerk at Bedford Hospital.

• To provide both a front line clerical service to clinical staff within the ward whilst also providing “front door” style support to patients and relatives during visits.
• The post holder will also be responsible for ensuring accurate and timely inputting of patient level data into the relevant clinical systems for the capturing of admission, discharge and transfer of patients. This is to be done whilst also strictly adhering to trust data quality, health records and information governance policies.
• It is expected that the post-holder will manage their workload in an effective and efficient way and have a flexible approach to covering various wards and the role as it continues to develop with the ever changing needs of the business.

Working for our organisation

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Our values

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job

Detailed job description and main responsibilities

The Ward Clerk provides essential administrative and communication support within the ward, acting as a key point of contact for Trust staff, patients and relatives. The post holder will help facilitate effective communication and contribute to the smooth day-to-day running of the ward, ensuring a professional and responsive service at all times.

The role is responsible for maintaining accurate records of all patient admissions and discharges, including Hospital Numbers, follow-up appointments, movement of notes and other patient information. The post holder will also update and maintain patient information on Trust IT systems, ensuring all admission, discharge and patient records are accurate and up to date.

Duties include, but are not limited to:

To update IT systems, including:

• Admissions
• Updating patient details, including correct address, GP details, and next of kin information.

To ensure that patients are admitted under the correct Consultant.

To file admission packs for new patients in accordance with admission pack filing procedures.

To ensure ward trolleys are prepared and ready for Ward Rounds, including ensuring continuation sheets and labels are available for all inpatients.

To file discharge episodes in accordance with discharge filing procedures.

In the case of deceased patients, to ensure the correct paperwork is printed for the Bereavement Office and that the GP is contacted.

To continually monitor IT systems throughout the working day for any changes in patient status.

To support Ward staff in dealing with telephone enquiries.

To sort and distribute mail, including re-addressing mail for discharged patients.

To report any faults, required repairs, or faulty equipment to the Facilities Help Desk and Clinical Engineering Department.

To order non-stock equipment and stationery from Lyreco/ADB, maintaining minimal stock levels in line with next-day delivery availability.

To induct and train new members of staff.

To carry out any reasonable requests made by the Discharge Officer and Ward staff.

The post holder will be expected to undertake all duties in a professional manner, contributing to the effective day-to-day running of the ward and supporting the delivery of high-quality patient care.

Person specification

Qualifications

• GCSE or Equivalent

Experience

• Working within agreed guidelines to set timescales
• Experience using IT packages
• Carry out data quality checks
• Working in a customer facing/reception role
• Ability to follow processes and procedures

Knowledge

• Understanding of confidentiality
• Understanding of good customer service
• Hospital IT systems such as IPM, Nerve Centre, Mediviewer or equivalent

Personal Skills

• Good communications skills
• Excellent organisational skills
• Ability to work as part of a team
• Excellent attention to detail

Other

• Trustworthy, reliable and flexible
• Enthusiastic and self-aware

It is an exciting time to join Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.

Employer certification / accreditation badges

You must have appropriate UK professional registration.

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.