Ward Clerk

South Tees; Tees Valley; On-site; GBP 21,000 - 29,000; Full time

Job summary

The James Cook University Hospital in Middlesbrough is seeking a ward clerk for Theatres, Anaesthetics & Critical Care Services. The role is 37.5 hours per week, permanent, with 10-hour shifts (08:00–18:30) across a 7-day rota.

You will provide a pleasant, efficient ward-based clerical service, maintain patient notes, manage stationery stocks, and handle patient documentation labels while upholding confidentiality and data protection requirements.

Qualifications

• GCSEs A-C in Maths and English or equivalent.
• NVQ 2 in Business Administration or equivalent.
• Previous clerical experience.

Responsibilities

• Maintain patient notes in good general order.
• Maintain adequate stock level of stationery supplies for clinical staff.
• Produce patient documentation labels on request from nursing staff.
• Photocopying and stocking up drawers on nursing station.
• Retrieve patient medical notes from medical records.
• Maintain confidentiality in line with Trust policies.
• Handle incoming telephone enquiries with judgement and direct to appropriate staff.
• Inform nursing staff of visiting relatives and visitors.
• Daily use of a VDU; occasional concentration required.

Skills

Well-developed interpersonal skills

Effective communication

Education

GCSEs A-C (Maths & English) or equivalent qualification or experience

NVQ 2 in Business Administration or equivalent experience

Job description

Main area Theatres, Anaesthetics & Critical Care Services Grade Band 2 Contract Permanent Hours Full time - 37.5 hours per week (10 hours shifts 08:00 - 18:30, 7 day cover) Job ref 328-TAC-8215704-A

Site The James Cook University Hospital Town Middlesbrough Salary £25,272 Per annum Salary period Yearly Closing 13/10/2026 23:59

Job overview

To provide a pleasant, efficient and effective ward based clerk service to Critical Care, acting as the first point of contact to service users and healthcare professionals.

The post h older with use extensive communication skills including tact and diplomacy when dealing with incoming telephone calls.

The post holder will maintain a high standard of interpersonal and communication skills with various clinicians within the work area.

Main duties of the job

Maintain patient’s notes in a good general order.

Maintain an adequate stock level of stationery supplies for clinical staff.

Production of patient documentation labels in response to request from nursing staff.

Photocopying and stocking up drawers on nursing station.

Retrieving patient’s medical notes from medical records

Maintain confidentiality in accordance with Trust Polices and Procedures.

To become fully conversant with new development affecting the role

To carry out such other delegated tasks.

The use of judgement and analytical skills when in receipt of telephone enquiries. Diverting calls to the appropriate people and ensuring a breach of confidentiality is not broken.

Sorting and redistribution of mail.

Daily use of a VDU, almost continuous.

Occasional requirement for concentration.

Understand the need for data protection, and the need for good housekeeping of patient notes.

Be responsible for the correct filing of patient notes.

Inform nursing staff of visiting relatives/visitors

Direct relatives to waiting area/instructing relatives of hygiene procedure before entering ward area

Working for our organisation

South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust have come together to form University Hospitals Tees. As a result, post holders may be required to work across sites within both organisations.

Across University Hospitals Tees, our ambition is to be the best place to work, ensuring we have the right staff in the right roles at the right time to deliver outstanding patient care and experience.

We are committed to supporting our staff through an inclusive and supportive working environment, offering health and wellbeing initiatives, staff benefits, and opportunities for personal and professional development.

We support the 'Making Every Contact Count' approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

Detailed job description and main responsibilities

Please see the full job description and person specification document(s) attached for main responsibilities of the role.

Person specification

Knowledge & Skills

• Well-developed interpersonal skills
• Ability to communicate effectively and efficiently

Qualifications & Training

• GCSE’s A-C (Maths & English) or equivalent qualification or experience
• NVQ 2 in Business Administration or equivalent experience

Experience

• Previous experience of working in a clerical environment

Important - Once sufficient applications have been received this vacancy may close early.

Disclosure and Barring Checks (DBS)
It is the policy of South Tees Hospitals NHS Foundation Trust that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost of their DBS. The method of payment for this is via salary deduction from your first month's pay.

Qualifications
Please note the essential qualifications required for the post are outlined within the Person Specification. You are required to provide original evidence of the necessary qualifications for the post at interview should you be shortlisted.You will also be required to provide original copies as part of the pre-employment check screening.

New Starters – Probationary Period

For any new employees commencing employment with South Tees Hospitals NHS Foundation Trust, you will be subject to satisfactory completion of a 6 month probationary period. Please note that internal applications and individuals that are appointed to fixed term appointments of less than 6 months duration are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or a bank member of staff).
Employment References

As part of our pre-employment screening process, all applicants are required to provide references covering their last three years employment history including any gaps. Applicants are requested toensure e-mail addressesfor all referees are included on their application form. Personal references are not acceptable.

Working Hours

If the hours advertised for the post are up to full time (37.5 hours per week), applications are still welcomed from individuals who may be seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.

Equality, Diversity and Inclusion

Everything we do is shaped by our values: Respect, Support, and Collaborate.

At University Hospitals Tees we want our workspaces to be places where everyone feels welcome, valued and safe. We treat people with respect, and we celebrate the differences that make each of us unique.

We welcome applications from everyone, no matter your age, background, race, religion, disability, sex, sexual orientation, gender identity, family circumstances or beliefs.

We are here to supportyou throughout your application and at every stage of your career with us. We believe we work best when we collaborate, learn from each other and build teams that reflect the communities we serve.

Supporting disabled people and people with long‑term conditions

We are a Disability Confident committed employer aspiring to become a lead employer in 2026.

This means we give fair and full consideration to applicants and will offer reasonable adjustments during the recruitment process. If you need help with your application, or need the information in a different format, please contact our recruitment team and we will support you.

If you have any special requirements to help you with your application, email our team at [e-mail] or call us on 01642 854610

Right to Work in the UK

The Trust welcomes applications from all candidates who meet the criteria for the role. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship hereWork in the UK - GOV.UK ( www.gov.uk ).

Please provide full and accurate details of your current immigration status on the application form. Your current immigration status will not be considered as part of the shortlisting or interview process.

Please note that not everyone needs a ‘Skilled Worker’ visa. If you are applying for a vacancy in health or social care, you may be eligible to apply for the Health and Care Worker visa instead.

Further Important Information

Please check your email on a regular basis for updates on your application. If you are shortlisted for interview, you will be invited to email via this method

Existing employees of South Tees NHS Foundation Trust currently on the Redeployment Register, who meet the essential criteria for this post, will be shortlisted and interviewed prior to all other applicants.

Please ensure you read the ‘Guidance Notes for Applicants’ document attached to this advert before completing and submitting your application.

Unfortunately, we are unable to respond to all applicants and those who are not contacted within six weeks of the closing date should assume that their application has been unsuccessful.

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.

Application numbers

Please note that this vacancy will close when we receive sufficient completed applications.