Ward Clerk - Adult Services | Havens Hospices

Havens Hospices; Southend-on-Sea; On-site; GBP 12,000 - 18,000; Part time

Job summary

A caring healthcare organisation in Southend-on-Sea seeks a part-time Ward Clerk to support administration for the Fair Havens Care Teams. This position requires strong organisational skills and compassion. You will manage reception duties, provide general information, and assist in maintaining office organisation. A regular schedule is offered making it ideal for those with commitments. Join our team and make a meaningful difference in the lives of patients and families.

Benefits

Competitive salary package

Supportive working environment

Opportunity to make a meaningful difference

Qualifications

• Ability to provide non-clinical advice and guidance.
• Experience handling phone calls in distressing situations.
• Competence in general office duties such as filing and scanning.

Responsibilities

• Act as the first point of contact for the In-Patient Unit.
• Organise and maintain office documents efficiently.
• Assist with the coordination of patient meal lists.

Skills

Organisational skills

Compassion

Communication skills

Job description

Join Our Team – Part-Time Ward Clerk Opportunity

An exciting opportunity has arisen to join our dedicated Adult Services Care Team as a Ward Clerk at Fair Havens, located next to beautiful Priory Park.

We’re looking for someone organised, compassionate, and committed to supporting the smooth running of our care services. This is a part-time position (25 hours per week), working Monday to Friday, with a regular schedule of 5 hours per day between 9:30am and 2:30pm—perfect for those seeking a role that fits within school hours or other commitments.

If you're ready to make a meaningful difference in a supportive environment, we'd love to hear from you.

This role will provide coordinated team and patient administration support for our Fair Havens Care Teams, where palliative and end of life care is provided, under the supervision of the Matron/ Ward Manager.

As our "first point of call", it will undertake reception duties to the Inpatient Unit in conjunction with volunteers, ensuring all visitors to our Adult In-Patient Unit are welcomed and guided upon arrival.

This role will also be responsible for the general administration of the department.

At Havens Hospices, we care for children, young people and adults with complex or incurable conditions. Our specialist Care Teams can support them and their family living throughout illness, death and bereavement in the comfort of their own home and through our hospice services, Fair Havens and Little Havens.

Working at Havens Hospices allows you to give the gift of time to patients and families, creating memories. Although you may not be giving direct care to our patients, your contribution will have an immediate effect on our care services.

In return for your expertise and passion, you will receive a competitive salary package, and most of all, by making the most of every day you work at Havens Hospices you’ll be helping us continue ‘Making every day count’ for those who need us most.

At Havens Hospices we are committed to safeguarding and promoting the welfare of our employees and patients and expect all colleagues to share this commitment.



We value diversity and welcome applications from all sections of the community.
1. Provide a “first point of call” for contact to the In-Patient Unit to provide general non-clinical advice, information, or guidance directly to patients, clients, relatives or carers
2. Organising and maintaining a suitable filing system for documents on Teams
3. General office duties including scanning, photocopying etc.
4. Disposal of confidential documents into confidential waste bins
5. Planning and organisation of straightforward tasks, some of which may be ongoing
6. Taking telephone calls, sometimes from patients or distressed relatives where there may be barriers to understanding
7. Ensuring that messages are passed to the correct person
8. Distribution of post within the inpatient and community teams
9. Responsible for the reporting of faulty equipment and monitoring of timely response from facilities, escalating where there are concerns to the Nurse in charge.
10. General office organisation to include assisting with stock and on-going uniform ordering, raising purchase orders, collation of patient and family feedback. In addition to this any other appropriate duties as agreed with the Ward Manager
11. Supports the daily tea & toast staff huddle
12. Provides refreshments to relatives as requested in conjunction with volunteers
13. Makes orders for sharps bins/ clinical waste
14. Facilitates delivery and collections by courier for pharmacy
15. Collates and delivers daily meal lists to the kitchen
16. Preparation of HRAS packs and respite packs for community patients
17. Assist the Matron/ Ward Manager in the collation & distribution of the weekly Friday round up to FH Care Teams
18. Monitoring care box and folder locations.
19. Collate compliments received.
20. Contact IT support when necessary
21. Scanning of patient paperwork onto electronic patient health records
22. Maintaining statistical information as identified by the Head of Adult Services and/or Ward Sister/Charge Nurse.
23. To be responsible for ensuring that volunteers are sought via the Volunteer Experience Team, to assist within the department and that they have a clearly defined task and sufficient direction and work to do in the support of all team members
24. To ensure that volunteers understand what they are required to do and provide any monitoring and training that they require on an ongoing basis
25. To foster a ‘can do’ culture by actively seeking solutions to problems
26. To foster a good working relationship with all Trustees, Executive and department staff with whom the job interacts
27. To attend staff meetings as required
28. To identify own on-going educational needs and discuss with the head of service to achieve those development needs


This advert closes on Friday 25 Jul 2025