Ward Clerk, Band 2

Gloucestershire Hospitals NHS Foundation Trust; Cheltenham; Hybrid; GBP 40,000 - 60,000; Full time

Job summary

A prominent NHS Foundation Trust is seeking a motivated Ward Clerk to provide clerical support in a busy environment across its hospitals. Candidates should possess excellent organizational and communication skills, with a preference for those with prior NHS or administration experience. The role includes working on wards, ensuring high standards in patient care and effective communication across multiple departments. Full training will be provided along with the opportunity to contribute to a dedicated team delivering essential services.

Benefits

NHS pension scheme

Discounts at local shops

Access to on-site nurseries

Flexible working opportunities

Health and wellbeing initiatives

Qualifications

• Previous administration experience preferred.
• NHS experience would be an advantage.
• Ability to work independently and be self-motivated.

Responsibilities

• Provide clerical and reception cover for the ward.
• Maintain patient demographic data and ward status.
• Respond to patient, staff, and visitor requests.

Skills

Customer care skills

Effective communication skills

IT skills

Education

NVQ/Diploma in Customer Service/Admin

Job description

Ward Clerk, Band 2

The closing date is 08 January 2026

If you are ready for a challenge and want to be part of a team providing an excellent service then this might be just what you are looking for. We are looking to recruit a dynamic, organised and motivated person, who is a team player, to join our busy Ward Clerk department. You will need to be flexible with excellent organisational, communication and IT skills. Previous administration experience is preferred.

This is an important role which requires someone who is able to work independently and is self‑motivated and resilient. You will be able to deliver a high standard of customer service and communicate effectively with patients and their carers/relatives in addition to all levels of staff across all departments, the multi‑disciplinary teams, GPs and transport services. Previous NHS experience would be an advantage.

The role will be based working on wards at either Gloucestershire Royal Hospital or Cheltenham General Hospital, and the successful candidate must be willing to travel and work across both sites.

Additional working pattern details: Monday to Friday 0800 to 1600

Main duties of the job

To provide clerical and reception cover for the ward, administration and clerical support to the Ward Manager/Nurse in Charge and to enter and maintain patient demographic data and ward/consultant status.

About us

We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.

With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.

As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on‑site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.

Job responsibilities

Skills in these training areas would be desirable however full training will be given including other relevant Trust training:

• Ability to work in a team and independently
• Customer care skills
• Effective communication skills across all disciplines of staff, patients and public
• Knowledge and understanding of confidentiality and data protection in accordance with Trust policy and procedures
• Able to communicate effectively, and act appropriately and quickly in an emergency
• Experience in using a PC
• Knowledge and understanding of the Trust including a basic knowledge of roles in other areas
• Some knowledge of specialty terminology and flexibility to support another specialty/ward if required

Key Responsibilities

• Demonstrate excellent customer care skills. Provide a welcome point for the ward, responding to patient, staff and visitor requests appropriately.
• Analyse and deal with routine non‑clinical problems, following Trust policy and using own initiative to ensure seamless support service in the clinical area enabling staff to perform in their own roles effectively.
• Receive queries, both in person and on the telephone and manage appropriately.
• Prioritise work, ensuring support for clinical staff is always available for the efficient delivery of patient care.
• Assist ward nurses with discharge process e.g. Updating Trakcare and transport bookings.
• Obtain notes, in routine and emergency situations, ensuring clinical staff have access to essential information in a timely fashion.
• Filing of all patient documentation generated on the ward, ensuring that notes are up to date and accurate when used by clinicians.
• Tracing all notes in and out, to ensure notes can be obtained from anywhere at any time in case of clinical need, maintaining data protection and confidentiality according to Trust protocol and procedure.
• Arrange routine and emergency transport to prevent unnecessary delays in patient flow.
• Accurate input of patient details including bed status on Trakcare system, ensuring follow‑up appointments and procedures have been booked to meet Trust and national requirements.
• Working knowledge of routine of ordering on P2P (Procurement) and Stationery system.
• Safeguarding of all patients.
• Provide all general and ad hoc administration and clerical support as directed by the Ward Clerk Management Team.
• Follow Trust Infection Prevention and Control Policies, within the scope of own role.
• Adherence to the latest Trust Policy on Uniform and Dress Code Standards.
• Flexibility to support other wards with Ward Clerk support when the need arises and there may be an occasion to work across both sites due to operational needs.
• Work stations on wheels (WOWs) and (Business Continuity) BCP machines daily and weekly monitoring.

Contact: Dee Hargreaves (Assistant Ward Clerk Manager)
[e-mail]
0300 422 5647
Alternatively contact the Ward Clerk Management office on 0300 422 5637 for further information and to discuss the role.

Person Specification

Qualifications

• NVQ/Diploma in Customer Service/Admin

Knowledge

• Able to prioritise workload
• Good level of IT knowledge
• Recent use of a computerised system in work
• Excellent communication and interpersonal skills
• Ability to communicate well at all levels
• Awareness and understanding of data protection and confidentiality
• Flexible and positive attitude, willing to learn
• Good organisational skills
• Ability to self‑motivate

Experience

• NHS Experience
• Experience in a front line admin role
• Change resilience

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

Gloucestershire Hospitals NHS Foundation Trust

£24,465 a year (pa, pro rata if part‑time)