Ward Clerk

Sandwell and West Birmingham Hospitals NHS Trust; Smethwick; On-site; GBP 20,000 - 25,000; Full time

Job summary

A regional healthcare provider in Smethwick is seeking a Ward Clerk to provide essential administrative support for the maternity department. The role requires maintaining accurate patient records, coordinating admissions and discharges, and ensuring a professional environment for patients and visitors. We value professionalism, teamwork, and commitment to quality care. This position offers opportunities for career development in a supportive team environment.

Benefits

Opportunities for career development

Flexible working arrangements

Supportive team environment

Qualifications

• Experience in a clerical or administrative role is advantageous.
• Commitment to confidentiality and professionalism.
• Flexibility in supporting other maternity areas when required.

Responsibilities

• Maintain accurate and up-to-date patient records using Trust systems.
• Support the admission, transfer, and discharge process for patients.
• Provide general clerical support including filing and photocopying.
• Act as a first point of contact for patients and visitors.

Skills

Attention to detail

Communication skills

Organization

Teamwork

Tools

IPM

Unity

BadgerNet

CapMan

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.

• 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.

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.

Multi‑site working

The four partner Trusts of the Black Country Provider Collaborative (Dudley Group NHS FT, Royal Wolverhampton NHS Trust, Sandwell & West Birmingham NHS Trust, and Walsall Healthcare NHS Trust) are actively working in partnership to deliver a collective vision focused on providing "better, faster and safer care to the population of the Black Country and beyond".

• Better protect elective / planned care service delivery across the system by organising on a 'hot and cold' arrangement.
• Consider the optimal use of resources through consolidation and specialisation.
• Seek to reduce unwarranted variance, level up / standardise care through a 'Networked Service Solution' approach across the four sites.

Against this context, although this post is hosted by Sandwell & West Birmingham NHS Trust, there may be an expectation to work flexibly across the four partner Trusts to better meet patient and service needs.

As a major employer in the Black Country and West Birmingham region we are committed to supporting all employees to achieve a healthy work‑life balance. We want the Black Country and West Birmingham region to be the best place to work and as such will consider all requests to work flexibly taking into account personal and individual circumstances alongside the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the Recruiting Manager as part of the on‑boarding process.

Healthcare services have a significant impact on the environment. We are committed to embedding sustainable practices. We expect all colleagues to support the delivery of our Green Strategic Plan and to drive positive changes in their department by joining our Green Impact programme.

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.