Ward Clerk

Transformation Unit; Gateshead; On-site; GBP 25,000 - 27,000; Part time

Job summary

Gateshead Health NHS Foundation Trust is seeking an administrative/clerical professional to support the Trauma and Orthopaedics ward. You will be the first point of contact for patients and carers, handling calls and in-person queries, while prioritising tasks and maintaining accurate notes.

The role involves supporting clinicians, coordinating appointments, and contributing to high-quality patient care across the Surgical Business Unit.

Qualifications

• GCSE Maths and English or equivalent.

Responsibilities

• Provide administrative/clerical support to the ward, Consultant, junior medical staff and multidisciplinary teams.
• Act as first point of contact for service users by telephone and face-to-face.
• Prioritise daily workload and use initiative to handle matters with minimal instruction.
• Maintain and file patient notes and ensure timely admissions and correspondence.

Education

GCSE Maths and English or equivalent

Job description

Main area Trauma and Orthopaedics Grade NHS AfC: Band 2 Contract Permanent Hours 30 hours per week (Part time - 30 hours per week) Job ref 297-8268153

Employer Gateshead Health NHS Foundation Trust Employer type NHS Site Ward 21, Queen Elizabeth Hospital Town Gateshead Salary £25,272 pro rata Salary period Yearly Closing 13/10/2026 23:59

NHS AfC: Band 2

In the event of excessive applications being received this vacancy may close earlier than the stated closing date, you are encouraged to submit your application as soon as possible
IMPORTANT NOTE ON COMPLETION OF REFERENCE SECTION OF APPLICATION FORM
All references from current and previous employers will be sought and MUST cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Where possible this should be from two separate employers. Failure to complete this section may result in your application not being processed.
PLEASE NOTEit is a requirement of this Trust that all successful applicants pay for their DBS certificate if a check is required for the post. This will be done through deduction from your monthly pay over a maximum of three months. It is also a requirement that all successful applicants register or are registered with the DBS update service where a DBS is required.

All new entrants to the NHS will be appointed on the minimum of the pay scale in line with Terms & Conditions.

Job overview

The post holder will provide comprehensive administrative/clerical duties to support the ward, Consultant and junior medical staff, nurses and multidisciplinary teams within the Surgical Business Unit. The post holder will be a first point of contact for service users over the telephone and face to face.

The post holder will be expected to prioritise their work on a daily basis and to use their initiative and discretion. Dealing directly with patients/carers and relatives and dealing with matters that arise, as far as possible, without instruction. In Support of good quality / patient care, you will provide an efficient and effective service across the whole range of duties, and will work as part of a team to constantly improve the quality of the services we provide.Any other ad-hoc duties falling within the banding of the post.

Main duties of the job

• To ensure that all notes are retrieved and prepared for patient’s attending the ward.
• To ensure that all correspondence is filed within patients case notes in a timely manner and that case notes and are maintained and updated.
• To ensure the timely admission of patients onto careflow, booking of patients appointments,
• To ensure that Medical Notes are taken to Coding to ensure that all patients’ episodes are coded.
• Retrieve case notes and record their movement using the electronic folder tracking modules (Filefast and Medway)
• To be involving in on-going training and development opportunities and contribute to your own personal development.

Working for our organisation

Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.

Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.

We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.

Our values should be the ‘golden thread’ which runs through everything we do – they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.

We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women’s Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks.

The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our ‘Balance’ programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.

Detailed job description and main responsibilities

The post holder will provide comprehensive administrative/clerical duties to support the ward, Consultant and junior medical staff, nurses and multidisciplinary teams within the Surgical Business Unit. The post holder will be a first point of contact for service users over the telephone and face to face. The post holder will be expected to prioritise their work on a daily basis and to use their initiative and discretion. Dealing directly with patients/carers and relatives and dealing with matters that arise, as far as possible, without instruction. In Support of good quality / patient care, you will provide an efficient and effective service across the whole range of duties, and will work as part of a team to constantly improve the quality of the services we provide. Any other ad-hoc duties falling within the banding of the post.

• To ensure that all notes are retrieved and prepared for patient’s attending the ward.
• To ensure that all correspondence is filed within patients case notes in a timely manner and that case notes and are maintained and updated.
• To ensure the timely admission of patients onto Medway, booking of patients appointments,
• To ensure that Medical Notes are taken to Coding to ensure that all patients’ episodes are coded.
• Retrieve case notes and record their movement using the electronic folder tracking modules (Filefast and Medway)
• To be involving in on-going training and development opportunities and contribute to your own personal development.

Person specification

• GCSE Maths and English or equivalent

Applicants who have not been contacted within 4 weeks of the closing date are to assume that their application has been unsuccessful.

Applications from job seekers who require Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications where the post is eligible. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

Candidates who require sponsorship are strongly advised to visit the UK Border Agency website and familiarise themselves with what is required. There is a facility on this site to access the points based calculator and work through an example which should assist candidates in their understanding of the process.

Employer certification / accreditation badges

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.