Ward Clerk / Receptionist

Frimley Health NHS Foundation Trust; Ascot; On-site; GBP 21,000 - 24,000; Full time

Job summary

Frimley Health NHS Foundation Trust is seeking a friendly Ward Clerk/Receptionist for Heatherwood Hospital Day Surgery Unit to provide front-desk and clerical support.

You will welcome patients, manage records in EPIC, assist admissions and discharges, and coordinate transport while maintaining confidentiality.

A commitment to excellent service, good communication, and ICT skills with EPIC experience preferred.

Qualifications

• Educated to GCSE or equivalent and able to communicate clearly.
• Must have literacy and numeracy skills.
• Experience in delivering high standard of customer care is essential.

Responsibilities

• Provide administrative and clerical support to the Day Surgery Unit and welcome patients, visitors and staff.
• Support patient admissions and discharges using EPIC, including scanning and uploading documentation.
• Maintain accurate patient records and ensure confidentiality in line with Trust policies.

Skills

Interpersonal skills

Time management

Customer service

Communication

Education

GCSE or equivalent

Tools

EPIC

Microsoft Word

Excel

Outlook

Job description

Job Overview

Day Surgery Unit in Heatherwood Hospital are looking for an enthusiastic, professional , reliable, hardworking motivated to meet the administrative demands of our busy Day Surgery Unit.

Passionate about delivering excellent service and with flexible attitude, Ward Clerk / Receptionist to join our friendly team on Day Surgery Unit at Hospital Hospital, where we care for patients undergoing a range of surgical procedures from admission to discharge.

Main duties of the job

Provide administrative and clerical support to the Day Surgery Unit at Heatherwood Hospital, ensuring the efficient operation of the service. Welcome patients, visitors, and staff in a professional and courteous manner. Maintain accurate patient records and documentation in line with Trust policies, procedures, and Information Governance requirements.

Support patient admissions and discharges using EPIC, including scanning and uploading relevant documentation. Keep staff informed of patient movements and arrange patient transport within and outside the hospital as required.

Maintain effective communication with the ward team and other departments, while providing general administrative support, including photocopying, filing, and monitoring office supplies. Ensure patient confidentiality is maintained at all times.

Visa Sponsorship

This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the right to work in the UK for the full duration of the contract.

Why Join Frimley Health NHS Foundation Trust?

At Frimley Health NHS Foundation Trust, our people are at the heart of everything we do.

As a Disability Confident Employer and recipient of the Gold Award in the Armed Forces Employer Recognition Scheme, we actively champion equality, diversity and inclusion, creating opportunities for people from all backgrounds to build rewarding careers within the NHS.

We also recognise the importance of a healthy work-life balance. By supporting flexible working arrangements wherever possible, we enable our colleagues to balance their professional and personal commitments while continuing to deliver outstanding care to our patients. Whether flexibility means adjusted hours, part-time working, hybrid arrangements or alternative working patterns, we work in partnership with our staff to meet both individual and service needs.

Join Us

Whether you're at the start of your career or looking for your next challenge, Frimley Health offers the opportunity to be part of a inclusive, forward-thinking organisation that is committed to excellence, innovation and compassionate care. Together, we can shape the future of healthcare and make a real difference to the lives of the communities we serve.

Detailed Job Description And Main Responsibilities

• General clerical and administrative duties including any department specific requirements that are compatible with the duties and responsibilities of the post, for example, pre-admission administrative responsibilities for scheduled patients.
• Meeting and greeting patients when arriving for admissions and providing patients/relatives correct ward/departmental contact details.
• Admitting patients on arrival to the unit using EPIC and keeping staff informed of patients’ admissions.
• Managing and dealing with telephone enquiries.
• Ensure EPIC is maintained and up to date relevant to the ward clerk role.
• Scanning/uploading documents/patient records on to EPIC.
• Assisting clinical staff with ensuring all inpatients EDD (Estimated Date of Discharge) is up to date and recorded withing EPIC.
• Printing Wrist bands on admission.
• To assist in booking interpreters including transport required for patient’s admission. Ordering departmental stationery, collect and transmit mail.
• To ensure that all patients and visitors are treated in a polite and courteous manner and receive prompt assistance when required.

Person specification

Qualification

Essential criteria

• Educated to GCSE or equivalent
• Must have Literacy and numeracy skills
• Customer Service

Desirable criteria

• Microsoft word, Excel, Outlook
• Hospital IT programmes: EPIC
• IT Course

Experience

Essential criteria

• Experience in Delivering high standard of customer care
• Clerical Experience
• Dealing with difficult and sensitive situations

Desirable criteria

• Clerical / Admin experience
• Administration Reception
• An understanding of the NHS

Skills and Knowledge

Essential criteria

• Excellent Interpersonal skills- ability to communicate effectively with all levels of customers, both internal and external
• Diplomatic and understanding with the ability to put others at ease
• Able to manage time effectively and to prioritize task

Desirable criteria

• Knowledge of Hospital IT program, EPIC
• Experience of dealing with sensitive issues
• Previous Experience in similar post

Frimley Health NHS Foundation Trust (FHFT) is proud of its strong reputation, record of achievement and ambition for the future. We serve a population of over 900,000 people across Berkshire, Hampshire, Surrey and South Buckinghamshire, and remain committed to improving the health and wellbeing of our communities.

Underpinned by our Trust values – Committed to Excellence, Working Together, Facing the Future, and being a modern, compassionate, Healthcare Organisation – we are creating a culture where our people can thrive and patients always come first.

We continue to invest heavily in our services and facilities. This includes the development of a new hospital at Frimley Park, major expansion of diagnostics and inpatient capacity, and the continued transformation of services across our sites. We have already delivered a brand-new £100m state-of-the-art Heatherwood Hospital, a £49m Emergency Assessment Centre at Wexham Park, and a £10m upgrade to maternity services.

We are also committed to sustainability and the NHS Net Zero ambition. Our new hospital and estate developments are being designed to be environmentally responsible, energy efficient, and future-proofed, featuring on-site renewables energy and intelligent energy systems. Through our green plan, we are embedding sustainable practices across all areas of care and operations, ensuring we reduce our environmental impact while improving population health and wellbeing. Our staff are key to helps us deliver on our ambition and to ensure sustainability is a core component of care delivery and our operations.

Alongside estates’ investments, we are embedding a strong focus on digital innovation and quality improvement. Our electronic patient record (Epic), launched in 2024, is already enabling safer, more connected, and more effective care for patients, while giving staff the tools they need to do their best work. Our electronic patient record also supports safe and effective digitised care pathways, savings time and carbon, whilst delivering excellent quality of care.

Everything we do is guided by our values, shaping how we care for patients, support colleagues, and build a sustainable future for healthcare together.