Ward Clerk, Oak Ward

Ashford & St. Peter's Hospitals NHS Foundation Trust; Chertsey; On-site; GBP 21,000 - 26,000; Full time

Job summary

Ashford and St. Peter's Hospitals NHS Foundation Trust is seeking a Ward Clerk for Oak Ward to provide professional front‑facing reception and essential administrative support within a busy inpatient environment.

The role requires accurate data handling, coordination of admissions and discharges, and liaison with nursing staff and other departments to ensure smooth ward operations. A clear commitment to patient confidentiality and courteous patient contact is essential.

Qualifications

• GCSEs (English and Maths) or equivalent.
• Experience in administrative or clerical work in healthcare or customer-facing settings.
• Experience using hospital information systems and data entry.
• Commitment to patient confidentiality and data protection.
• Understanding of ward operations within a hospital.
• NVQ Level 2 or 3 in Business Administration or equivalent.

Responsibilities

• Maintain accurate patient records using hospital information systems.
• Prepare and file patient notes, admissions and discharges.
• Arrange appointments, investigations and follow-ups.
• Provide reception cover and greet patients and visitors.
• Liaise with nursing staff and other departments to coordinate bookings.
• Ensure reception areas are clean, tidy and well maintained.
• Support ward manager with audit gathering and meeting minutes.
• Input data accurately and maintain confidentiality.

Skills

Customer service

Clerical tasks

Data entry

Communication

Education

GCSE English & Maths

NVQ Admin Level 2/3

Tools

Hospital IT systems

Job description

Ashford & St. Peter's Hospitals NHS Foundation Trust

Ward Clerk, Oak Ward

The closing date is 17 November 2026

The post holder will provide professional, high-quality reception support to the Trust's inpatient department and clinical areas. To act as the first point of contact for all patients and visitors. Provide administrative support for the clinical staff. To be proficient on the hospital computer systems as required.

The Paediatric Ward Clerk/Receptionist plays a key administrative and front-facing role within Paediatric Day Unit, ensuring the efficient coordination of ward activities and contributing to delivering high-quality patient care. Acting as the first point of contact for patients, relatives, and visitors, the postholder will provide a professional and welcoming reception service while delivering essential administrative support to the clinical team.

Working closely with nursing staff, doctors, allied health professionals, and other departments, the ward clerk/receptionist is responsible for maintaining accurate patient records, coordinating admissions and discharges, handling telephone and face-to-face enquiries, and supporting the day-to-day operational needs of the ward.

This role requires excellent communication and organisational skills, attention to detail, and the ability to remain calm and efficient in a busy clinical environment. Discretion and respect for patient confidentiality are essential at all times.

Main duties of the job

To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.

Arrange interpreters for patients, as appropriate, in liaison with nursing staff.

Liaise with bookings teams to coordinate patient bookings.

Deal tactfully with patients and their relatives.

Ensure that reception areas are clean, tidy and well maintained.

Support ward manager with meeting minutes, audit gathering etc as required.

Work in conjunction with the Ash Ward Ward Clerk.

About us

Ashford and St. Peters Hospitals NHS Foundation Trust is the largest provider of acute hospital services to Surrey residents, serving a population of 410,00 people and employing approximately 4,800 staff.

Our vision is to provide an outstanding experience and best outcomes for patients and the team. We are committed to providing continuous professional development and flexibility to deliver our workforce plan.

We work in partnership with Royal Surrey Hospital NHS Foundation Trust through a collaborative Group Model, supporting joined-up services, workforce flexibility and development opportunities.

St Peter's Hospital delivers complex medical and surgical care, maternity and emergency services. Day and Orthopaedic Surgery, Ophthalmology and Outpatient services are delivered at Ashford Hospital. Additional services are delivered at Woking Community Hospital.

Our Values provide us with the behaviours we respect and can commit to. By living our values through our everyday interactions, we can build a stronger, more resilient, and forward- thinking organisation, guiding us to achieve success and make a positive impact on how we deliver our services.

We can offer you the full range of NHS benefits & discounts.

For more information about careers at ASPH visit:www.asph-careers.org

Certificate of SponsorshipIn line with UKVI requirements, Band 2, Band 3 and Band 4 roles are not eligible for sponsorship.

Please note only certain roles at Band 5 & above are eligible for sponsorship.

Job responsibilities

Maintain accurate and up-to-date patient records using hospital information systems.

Prepare and file patient notes, admission and discharge documentation, and other relevant paperwork.

Support the team with arranging appointments, investigations, and follow-up clinics.

To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.

To support the ward manager with audit gathering and meeting minutes.

Arrange interpreters for patients, as appropriate, in liaison with nursing staff.

Deal tactfully with patients and their relatives.

Liaise with patient transport and ensure transport staff know where to take or collect the patient.

Ensure that reception areas are clean, tidy, and well maintained.

Act as a communication link between nursing staff, medical teams, patients, and relatives.

Relay messages and information accurately and promptly.

Liaise with other departments, such as radiology, physiotherapy, and pharmacy.

Input patient data into electronic systems accurately.

Track investigations, results, and appointments.

Maintain confidentiality and adhere to data protection policies at all times.

Monitor and maintain stock levels of ward stationery and forms.

Order supplies when necessary to ensure administrative processes run smoothly.

Provide clerical assistance to ward managers and nursing staff.

Assist with audits, reports, and other administrative projects as required.

Person Specification

Qualification, Experience, & Knowledge.

• Good general level of education (e.g. GCSEs or equivalent) including English and Maths.
• Previous administrative or clerical experience in a healthcare or customer-facing environment.
• Experience of using computer systems and data entry.
• Understanding of the importance of patient confidentiality and data protection.
• Basic understanding of the role of a hospital ward and multidisciplinary team.
• NVQ Level 2 or 3 in Business Administration or equivalent.
• Experience working in an NHS or hospital ward setting.
• Awareness of the role of Paediatric Day Unit services in a hospital setting.
• Excellent verbal and written communication skills & ability to work accurately with attention to detail.
• Good organisational and time management skills.
• Ability to work as part of a team and independently & willingness to be flexible and adapt to changing priorities.
• Understanding of the importance of patient confidentiality and data protection.
• Professional, courteous, and approachable manner & able to remain calm under pressure and in busy environments.
• Ability to prioritise workload effectively in a fast-paced environment.
• Knowledge of medical terminology.

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

Ashford & St. Peter's Hospitals NHS Foundation Trust