Ward Clerk Assistant

Oxford University Hospitals NHS Foundation Trust; Packmoor; On-site; GBP 26,000 - 27,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking a Ward Clerk Assistant for the Children’s Day Care Ward. You will be the first point of contact for patients and families, providing clerical support, managing enquiries, and coordinating admissions, transfers and discharges.

The role emphasizes confidentiality, accuracy in records, and collaboration with multidisciplinary teams. The successful candidate will bring strong communication and organisational skills and a commitment to

Qualifications

• Excellent communication skills.
• Strong organisational abilities and customer-focused approach.
• Experience in hospital administration desirable.

Responsibilities

• Provide administrative and clerical support to the Children’s Day Care Ward.
• Welcome patients, relatives and visitors, directing them appropriately and providing a professional first point of contact.
• Answer telephone calls and manage email enquiries in a courteous and timely manner.
• Support the coordination of patient admissions, transfers and discharges.
• Book investigations, transport arrangements and follow-up appointments as required.
• Prepare, track and maintain medical records and documentation.
• Update ward management systems and electronic bed boards in real time.
• Ensure patient information is handled with confidentiality and data protection.
• Monitor and maintain ward stationery and administrative supplies.
• Collaborate with nursing, medical and administrative colleagues to ensure effective patient services.
• Participate in service improvement initiatives and contribute to maintaining high standards of care and safety.

Skills

Excellent communication skills

Strong organisational abilities

Customer service

Education

Good general education with literacy and numeracy

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Job description

Oxford University Hospitals NHS Foundation Trust

Ward Clerk Assistant

The closing date is 18 November 2026

We are seeking an enthusiastic, organised and patient-focused Ward Clerk Assistant to join our Children's Day Care Ward team. This is an exciting opportunity to play a vital role in supporting the smooth and efficient operation of a busy clinical environment.

As the first point of contact for patients, families, visitors and healthcare professionals, you will provide comprehensive administrative and clerical support to the ward. Your work will contribute directly to delivering high-quality patient care by ensuring accurate record management, effective communication and efficient coordination of patient admissions, discharges and appointments.

The successful candidate will demonstrate excellent communication skills, strong organisational abilities and a commitment to delivering outstanding customer service within a multidisciplinary healthcare setting.

Main duties of the job

• Provide administrative and clerical support to the Children's Day Care Ward.
• Welcome patients, relatives and visitors, directing them appropriately and providing a professional first point of contact.
• Answer telephone calls and manage email enquiries in a courteous and timely manner.
• Support the coordination of patient admissions, transfers and discharges.
• Book investigations, transport arrangements and follow-up appointments as required.
• Prepare, track and maintain medical records and documentation.
• Update ward management systems and electronic bed boards in real time.
• Ensure patient information is handled in accordance with confidentiality, information governance and data protection requirements.
• Monitor and maintain ward stationery and administrative supplies.
• Work collaboratively with nursing, medical and administrative colleagues to ensure the effective delivery of patient services.
• Participate in service improvement initiatives and contribute to maintaining high standards of patient care and safety.

About us

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.

In 2023NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.

Job responsibilities

The Ward Clerk Assistant is responsible for providing comprehensive administrative support to the Children's Day Care Ward, ensuring the efficient management of patient information and ward activities.

The post holder will work closely with nursing, medical and multidisciplinary teams to facilitate effective patient pathways from admission through to discharge. Responsibilities include maintaining patient records, arranging investigations and appointments, managing correspondence, coordinating communication between departments and ensuring all documentation is completed accurately and promptly.

The role requires excellent interpersonal skills to communicate effectively with patients, families, visitors and colleagues. The post holder will be expected to demonstrate professionalism, sensitivity and discretion when dealing with confidential information and challenging situations.

The successful candidate will support the ward's commitment to quality improvement, patient safety, safeguarding, infection prevention and adherence to Trust policies and procedures. They will also be expected to undertake relevant training and contribute positively to the development of the service and wider organisation

For a detailed job description and main responsibilities please refer to the attached job description/specification.

Person Specification

Education

• Good general education with excellent literacy, numeracy and communication skills

Experience

• Experience of dealing with difficult or challenging situations.
• Previous secretarial and admin experience.
• Hospital based administration experience

Skills and Knowledge

• Good knowledge of Microsoft Word, Excel, Outlook, Powerpoint or equivilent.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Oxford University Hospitals NHS Foundation Trust

£25,760 to £27,476 a yearPer Annum / Pro Rata