Ward Clerk

NHS Jobs; Walsall; On-site; GBP 21,000 - 27,000; Full time

Job summary

NHS Jobs is seeking a Ward Administrative Assistant to support busy ward operations with accurate data entry, meeting coordination and stakeholder liaison. You will prepare reports, manage paper and electronic records, and co-ordinate appointments and patient-related logistics.

The role requires confidentiality, strong organisational skills and proficiency with MAPs and Carenotes, ensuring timely information flow for clinical and corporate teams.

Qualifications

• Experience in medical/ward administration or similar setting.
• Proficient IT skills with MS Office and patient records systems.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Assist in minute taking, meeting arrangements and timely distribution of documents.
• Process a wide range of correspondence and information via post and email.
• Answer telephone enquiries and provide general ward administration support.
• Prepare monthly reports and maintain ward data for clinical and corporate use.
• Update electronic systems (MAPs, Carenotes) with patient and staff information.
• Coordinate appointments, transport, and ensure stock and supplies are monitored.
• Support with invoicing, purchasing logs, and adherence to financial procedures.
• Maintain filing systems and ensure efficient information flow within the team.

Skills

Organisational skills

Prioritisation

Communication

Data entry accuracy

Education

Relevant business admin qualification or equivalent

Tools

Microsoft Word

Excel

Outlook

MAPs

Carenotes

Job description

The job holder is not responsible for the management of staff, but will assist in training staff as required. The job holder will be required to participate in an administrative function as directed by the ward manager to include arranging and taking meeting minutes, preparing reports, arranging appointments and ensuring the stock levels and resources are monitored. There is a need for timely and accurate data entry that allows both clinical and corporate staff to monitor activity on the ward and make the best use of the Trusts beds. The duties listed below are a general overview of the tasks and duties that you would be expected to undertake within your post. Individual details, tasks and duties will be arranged and agreed at a local level and will reflect local needs, whilst remaining within the overall factors listed below. This list of core duties is not intended to capture every individual task, reasonable management requests for staff to be flexible and adaptable to changes in circumstances driven by organization needs will be expected but will remain within the general principles of the banding of this post.

• 1. To assist staff to ensure they make optimum use of their time by organising their work programmes, preparing papers, prioritising and bringing forward items and files for attention, maintaining manual/electronic diaries and arranging appointments as appropriate.
• 2. To process a wide range of incoming information via postal and electronic systems, initiating action where appropriate.
• 3. To deal appropriately with telephone enquiries.
• 4. To arrange and attend meetings to take notes, produce minutes, draft agendas, and ensure members receive agendas and relevant documentation in a timely manner, to provide general support to the meetings and ensure all arrangements for facilities are made, co-ordinate documentation and support nursing staff in preparing for ward reviews.
• 5. To ensure that effective and efficient department systems/office procedures/ward information posters are maintained/monitored and that communication with service users and families is up to date.
• 6. To support clinical staff with environmental checks by reporting jobs to Estates.
• 7. To liaise with other departments, services and outside agencies as required, including GP reconciliations and other relevant information to GPs.
• 8. To maintain administrative procedures for the department e.g. filing system, bring forward system, message taking system.
• 9. To complete all relevant paperwork in respect of patient admissions/discharges to include updating Electronic Clinical Information Systems and Microsoft Office (including Word, Outlook, Excel, Powerpoint, Internet Explorer), inputting onto MAPs from paper copies, requesting staff via MAPs and chasing information
• 10. To transfer handwritten information/needs assessments onto Bespoke Patient Management Systems e.g. Carenotes.
• 11. To arrange patient transport and support with patient transfers (e.g. faxing referral information).
• 12. To ensure the filing of correspondence and the maintenance of filing systems including preparation and maintenance of personal and client files.
• 13. In conjunction with the person who holds responsibility, order and maintain stock, ensuring effective utilisation within service of stationery, equipment, furniture and any other consumables.
• 14. To use office equipment, e.g. photocopier, fax machine, printer, computer.
• 15. To be involved in the introduction of new technology and its subsequent use when required.
• 16. To receive visitors and provide hospitality when appropriate.
• 17. As the post involves working in a busy office environment with minimum supervision. The post holder will be required to ensure they organise and prioritise their work accordingly to cope with the pressure of competing demands, ensuring deadlines are met.
• 18. To maintain confidentiality at all times.
• 19. To process and record all staff applications for annual leave, study leave, sickness absence and record details in appropriate place.
• 20. To support the ward manager in monitoring/producing monthly reports regarding sickness, study leave, training needs and establishment as required within service.
• 21. To process and code invoices, obtaining the appropriate authorisation, logging and forwarding on to relevant people for payment.
• 22. To complete monthly turnaround documentation and process staff expense claim forms forwarding to Payroll/Finance as appropriate and to deal with any queries that may arise.
• 23. To provide the appropriate cover for department/service as and when required in the absence of administrative/clerical/secretarial colleagues following discussion with Administration Team Leader and the Ward Manager.
• 24. To be responsible, where appropriate, for maintaining the petty cash system, departmental purchase card and completing monthly purchase logs, whilst ensuring compliance with all standing financial instructions laid down by the Trust.
• 25. To undertake all mandatory/statutory training as required by the Trust and having the ability and willingness to undergo further training as and when necessary.
• 26. To undertake any other duties commensurate with the banding and requirements of the service