Ward Clerk

NHS Professionals; Nursling; On-site; GBP 27,400 - 27,550; Full time

Job summary

NHS Professionals is seeking a Ward Clerk for Western Community Hospital in England. The role supports the Ward Manager and multidisciplinary team to ensure safe, efficient ward operations and allows clinical staff to focus on patient care.

Based on a 37.5-hour week, the Band 3 rate is £14.05 per hour. The position runs from 27 July 2026 to 30 September 2026 and is based on site at Western Community Hospital.

Qualifications

• Experience in an administrative or reception role within a busy, patient-facing environment.
• Experience using computer-based systems to input, retrieve and manage information accurately.
• Experience handling sensitive or confidential information in line with Data Protection and Caldicott principles.
• Experience producing accurate written documentation such as letters, emails, meeting notes or reports.

Responsibilities

• Liaise with colleagues, patients, families and external professionals to gather and share information, ensuring complex or sensitive matters are communicated clearly, accurately and confidentially.
• Attend ward, CPA and professional meetings as required, prepare agendas, take accurate minutes and ensure timely distribution of actions and documentation.
• Produce high quality administrative work to deadlines with consistent attention to detail.
• Provide full eRoster administration support, including updating shifts, monitoring staffing levels, processing sickness, annual leave and training information, and escalating gaps as needed.
• Maintain accurate patient records on RiO, ensuring correct demographics, validation, spine synchronization and timely upload of clinical documentation.
• Provide NHSP administrative support, including checking completed shifts, authorising timesheets and coordinating temporary staffing requests.
• Manage telephone enquiries, emails and written communication on behalf of the Ward Manager, ensuring prompt, professional responses.
• Create, organise and maintain electronic and paper filing systems, staff personal files and ward documentation in line with governance standards.
• Support the Ward Manager, Matron and senior clinical staff with administrative tasks, meeting preparation and follow-up actions.
• Ensure compliance with audits, reports, data collection and key performance indicators, including the Mental Health Minimum Data Set.
• Support admission and discharge pathways, including scanning discharge summaries, updating RiO, coordinating follow-up processes and booking patient transport.
• Coordinate appointments, external requests and communication with community teams and partner agencies.

Skills

Administrative experience

Data privacy

Healthcare setting

Communication skills

Tools

RiO

Job description

Overview

Ward Clerk position based at Primrose Ward, an Older People’s Mental Health inpatient service. Supporting the Ward Manager, Clinical Lead Nurse, Matron and wider multidisciplinary team to ensure safe, efficient ward operation and allowing clinical staff to focus on patient care.

Location: Western Community Hospital S016 4XE | Trust: Hampshire & Isle of Wight Healthcare NHS FT | Pay: Band 3, £14.05 per hour | Shift: Monday – Friday, 8:00am – 4:00pm (37.5 hours per week) | Duration: 27 July 2026 – 30 September 2026

Responsibilities

• Liaise with colleagues, patients, families and external professionals to gather and share information, ensuring complex or sensitive matters are communicated clearly, accurately and confidentially.
• Attend ward, CPA and professional meetings as required, prepare agendas, take accurate minutes and ensure timely distribution of actions and documentation.
• Produce high quality administrative work to deadlines with consistent attention to detail.
• Provide full eRoster administration support, including updating shifts, monitoring staffing levels, processing sickness, annual leave and training information, and escalating gaps as needed.
• Maintain accurate patient records on RiO, ensuring correct demographics, validation, spine synchronization and timely upload of clinical documentation.
• Provide NHSP administrative support, including checking completed shifts, authorising timesheets and coordinating temporary staffing requests.
• Manage telephone enquiries, emails and written communication on behalf of the Ward Manager, ensuring prompt, professional responses.
• Create, organise and maintain electronic and paper filing systems, staff personal files and ward documentation in line with governance standards.
• Support the Ward Manager, Matron and senior clinical staff with administrative tasks, meeting preparation and follow-up actions.
• Ensure compliance with audits, reports, data collection and key performance indicators, including the Mental Health Minimum Data Set.
• Support admission and discharge pathways, including scanning discharge summaries, updating RiO, coordinating follow-up processes and booking patient transport.
• Coordinate appointments, external requests and communication with community teams and partner agencies.

Experience and Qualifications

• Experience in an administrative or reception role within a busy, patient-facing environment.
• Experience using computer-based systems to input, retrieve and manage information accurately.
• Experience organising and prioritising a varied workload, meeting deadlines and adapting to changing demands with attention to detail and high-quality presentation.
• Experience handling sensitive or confidential information in line with Data Protection and Caldicott principles.
• Experience producing accurate written documentation such as letters, emails, meeting notes or reports.
• Ability to remain calm, focused and professional when under pressure or dealing with competing priorities.
• Effective and professional communication with a wide range of people, including patients, relatives, staff and external agencies.
• Experience in a healthcare, mental health or ward-based administrative setting.

About NHS Professionals

We specialise in placing people to care. NHSP provides opportunities across client Trusts in England, supporting flexible shifts and professional development for NHS workers.

Notes

This description reflects the current role and is subject to change in line with service needs.