Ward Clerk - Cedar Ward

Hampshire and Isle of Wight Healthcare NHS Foundation Trust; Sheet; On-site; GBP 26,000 - 27,000; Part time

Job summary

The Ward Clerk role on Cedar Ward at Petersfield Hospital is a part-time position that supports a busy clinical ward with administration, records, and appointment management.

You will use Rio/Systm1 and other systems to maintain patient notes, handle discharge papers, and liaise with staff, patients, and carers in a courteous, efficient manner. Part-time 22.5 hours per week.

Qualifications

• Good standard of education including English or Maths (GCSE/O level).
• Typing qualification or demonstrated ability (RSA III typing / ECDL).
• NVQ Level 2/3 in business administration or equivalent experience.
• NHS experience and RiO familiarity are desirable.

Responsibilities

• Provide comprehensive, confidential admin support to the ward and line manager.
• Be a key contact for staff and patients, relaying messages to relevant team members.
• Provide general and specialist administrative support including ward clerk cover.
• Support Business Support Team tasks as requested by the Admin Manager.
• Deliver high standards of customer service to staff, patients, and visitors.

Skills

RiO Trained

NHS experience

Computer literate

Education

GCSE or O level including English or Maths

RSA III typing

ECDL

NVQ Level 2/3 in business administration or equivalent

Car driver with business class insurance

Tools

RiO system

Microsoft Word

Excel

Outlook

PowerPoint

Job description

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Ward Clerk - Cedar Ward

The closing date is 15 November 2026

We are looking for a highly motivated, approachable, and tactful Ward Clerk for our Cedar Ward based at Petersfield Hospital.

Our priority is finding the right type of person who shares our values of patients first, working together and always improving; someone with the ability and attitude to grow and develop in the Trust as a valued member of our team.

This role is part the admin team based at Cedar Ward, Petersfield Hospital. The key responsibilities will be to maintain a high level of knowledge of the work of the team in general and an understanding of the work of those whom specific administrative support is provided.

You will have a caring and courteous manner and enjoy working with a variety of staff of different levels. You will also need to be able to work unsupervised and at peak times able to prioritise a varied workload. We are seeking a highly motivated individual who can work effectively using their own initiative.

Part time 22.5 hours per week.

At present, the Trust is unable to offer Skilled Worker visa sponsorship for this post. Applicants must have the right to work in the UK at the time of application.

Main duties of the job

Use and populate the electronic record system for clinical records (Rio/Systm1) or other service systems with accurate information.

Work with patient notes, handle discharge papers and task other services.

Populate systems and databases required for service delivery.

Liaising by telephone or in person with clients, colleagues, and other healthcare professionals in a positive, friendly, calm, and sympathetic manner, using good judgement to identify requirements in order to pass on information correctly or take appropriate action.

Manage appointment bookings, updating electronic record systems and sending appointment letters following Trust guidelines and targets.

To support other areas in the service where required, to include word processing of all correspondence including letters, memorandums, agendas, minutes, reports, group material which will include spreadsheets and graphs.

To support other areas where required, to include receiving patient referrals and assist the clinical team by preparing patient documentation acting as first contact to referrers, patients and carers, dealing with referrals from the point of receipt of referral to discharge, filing and dealing with all telephone enquiries to the clinical team.

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.

Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.

We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.

Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence

Job responsibilities

• The Ward Clerk role will provide comprehensive, confidential, and efficient admin support to line manager, and each ward team as requested supporting and enabling them to provide excellent care to patients.
• The Ward Clerk will act as one of the key contacts for both staff & patients in regard to team communications ensuring that all messages are relayed to relevant team member's -- as required.
• The Ward Clerk will provide a range of general and specialist administrative support to ongoing clinical activity including ward clerk cover.
• Provide administrative support to and cover for tasks on behalf of the Business Support Team Co-ordinator and Admin Manager as requested.
• Proactively and positively contribute to the successful overall performance of the Trust.
• Deliver excellent levels of customer service to all staff and patients or visitors at the Trust.
• Develop effective ways of working and create strong partnerships and relationships with all stakeholders and service partners to support the implementation of the Government's policies on Health.
• Participate in organisational culture that fosters collaborative working among all staff groups, to ensure a focused commitment to delivering quality services and outcomes.
• Act as an advocate for the Trust & its contribution to the Health Service arena through creating effective partnerships and relationships with internal and external stakeholders.
• Comply with corporate governance structure in keeping with the principles and standards set out by the Trust. Support clinicians to provide evidence that the teams are compliant with Governance policy & procedures.
• Support the Trust culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes, which support the Government's policies on public health

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification

Qualifications

• Good standard of education
• GCSE or 'O' level education including either English or Maths -- Grade C or above
• Vocational qualification e.g. RSA III typing, ECDL, NVQ Level 2/3 in business administration or similar or equivalent experience
• Car driver with business class insurance and willing to use as cross-cover may be needed between wards at different sites.
• Computer literate. Competent with Microsoft Office: e.g. Word, Excel, Outlook, Power Point.
• NHS experience
• RiO Trained

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

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

£25,760 to £27,476 a yearPlease note for part time hours the salary will be pro rata