Ward Clerk / Receptionist

NTH; Tees Valley; On-site; GBP 23,000 - 28,000; Full time

Job summary

North Tees and Hartlepool NHS Foundation Trust seeks a Ward Clerk/Receptionist to provide comprehensive admin and reception support within Perioperative Services. You will be the first point of contact for patients, relatives and visitors, updating attending lists and recording details in Trakcare.

Responsibilities include maintaining patient records, handling communications, and supporting theatre and day case units with flexible coverage across Perioperative Services.

Qualifications

• GCSE Maths or equivalent required.
• GCSE English or equivalent required.
• Experience in a customer focused environment.
• Experience using computerised systems and technologies.
• Excellent communication and organisational skills.
• Experience of working in a healthcare environment.
• Experience of using Trakcare.

Responsibilities

• Provide comprehensive admin and reception support to Perioperative Services.
• Act as first point of contact for patients, relatives and visitors in perioperative and admissions areas.
• Update and manage theatre operating lists and update patient attendance in Trakcare.
• Maintain accurate patient records and perioperative documentation.
• Handle telephone enquiries and escalate complex issues as needed.
• Provide flexible administrative cover across Perioperative Services when required.

Skills

GCSE Maths

GCSE English

Customer service

Computer systems

Communication

Healthcare experience

Trakcare

Job description

Find out about the current vacancies available at the Trust and take the next step in your career with us.

Main area Anaesthetics, Theatres & Perioperative Services Grade NHS AfC: Band 2 Contract 12 months (fixed term 12 months) Hours

• Full time
• Part time

37.5 hours per week (1 post = 37.5) Job ref 345-CSU4-8311311

Site North Tees & Hartlepool Hospitals Town Stockton-on-Tees Salary £25,272 per annum Salary period Yearly Closing 30/10/2026 23:59

Job overview

This post may close early due to sufficient amount of applications.

We are seeking an organised, motivated, and patient‑focused Ward Clerk/Receptionist to provide high‑quality admin support within the Perioperative Services across North Tees & Hartlepool Hospital. This role is vital in supporting safe, effective patient care within a busy perioperative environment. The post holder will act as a first point of contact for patients, relatives and visitors, delivering a professional and welcoming service. You will communicate effectively key stakeholders and support theatre and day case activity by updating operating lists and recording patient attendance using the Trust’s Trakcare system. Responsibilities include maintaining accurate patient records, uploading and filing documentation, answering and managing telephone enquiries, and ensuring perioperative admission paperwork is complete and timely. You will undertake general administrative duties such as email management, scanning, and photocopying, and provide flexible administrative cover across Perioperative Services when required.

Main duties of the job

Provide comprehensive admin and reception support to Perioperative Services to support the delivery of safe, high‑quality patient care. Act as a first point of contact for patients, relatives, and visitors within perioperative and admissions areas, responding in a professional, courteous, and sensitive manner. Communicate effectively with medical and nursing staff, GP’s, and other departments to ensure timely and accurate information sharing. Receive patients into perioperative areas, recording attendance and updating patient details on Trakcare. Prepare, update, and distribute theatre operating lists, ensuring changes are communicated promptly to relevant teams. Collate, check, file, and upload perioperative documentation, maintaining accurate and complete patient healthcare records in line with Trust procedures. Answer incoming telephone calls, manage enquiries appropriately, and elevate complex issues when required. Maintain admin systems, ensuring data accuracy and confidentiality. Undertake general admin duties including email management, scanning, photocopying, and document control. Work under the direction of the Admin Team Lead and Service Manager to ensure continuity of admin cover across Perioperative Services, providing flexible support to other departments when required. Participate in relevant training and development and maintain high standards of professionalism, organisation, and patient‑centred service delivery.

Working for our organisation

South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust now form University Hospitals Tees and as such you may be required to work at any site across both Trusts.

At North Tees & Hartlepool NHS Foundation Trust, we want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

We will support staff through providing an inclusive and supportive workplace with health and well‑being initiatives, staff benefits and opportunities for personal and professional development.

We support the 'Making Every Contact Count' approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

Detailed job description and main responsibilities

The Ward Clerk / Receptionist provides comprehensive administrative and reception support to Perioperative Services, including Theatre and Day Case Units, to support the delivery of safe, high‑quality, patient‑centred care. The role acts as a key point of contact for patients, relatives, and clinical teams, ensuring efficient coordination of perioperative activity within a busy healthcare environment.

You will act as a first point of contact for patients, relatives, and visitors, providing a professional, courteous, and supportive service.

Communicate effectively with medical and nursing staff, GP's, and other departments to ensure accurate and timely information sharing.

Receive patients into perioperative areas, recording attendance and updating details on the Trust’s electronic Trakcare system.

Prepare, update, and distribute theatre operating lists, ensuring changes are communicated promptly.

Collate, check, upload, and file perioperative documentation, maintaining accurate patient healthcare records.

Answer and manage telephone enquiries, resolving routine issues and escalating complex queries appropriately.

Maintain administrative systems using approved Trust software, ensuring data accuracy and confidentiality.

Undertake general administrative duties including email management, scanning, photocopying, and document control.

Work under the direction of the Admin Team Lead and Service Manager, providing flexible administrative cover across Perioperative Services and supporting other departments when required.

Participate in training and development and maintain high standards of professionalism and organisation.

Person specification

Qualifications

• GCSE Maths Grade C or above (or equivalent)
• GCSE English Grade C or above (or equivalent)
• Experience of working within a customer focused environment
• Experience of work involving the use of computerised systems and technologies
• Demonstrate excellent communication and organisation skills
• Experience of working within a healthcare environment
• Experience of using Trakcare

Important - Once sufficient applications have been received this vacancy may close early.

Disclosure and Barring Checks (DBS)

It is the policy of North Tees and Hartlepool NHS Foundation Trust, that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost for their DBS certificate. The method of payment for this is via salary deduction from your first month's pay on commencement with the Trust. The DBs check will be undertaken during the pre-employment check screening.

Qualifications Please note the essential qualifications required for the post are outlined within the Person Specification. You are required to provide original evidence of the necessary qualifications for the post at interview should you be shortlisted. You will also be required to provide original copies as part of the pre-employment check screening.

New Starters – Probationary Period

For any new employees commencing employment with North Tees and Hartlepool NHS Foundation Trust, you will be subject to satisfactory completion of a 6 month probationary period. Please note that internal applications and individuals that are appointed to fixed term appointments of less than 6 months duration are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or a bank member of staff).

Employment References

As part of our pre-employment screening process, all applicants are required to provide references covering their last three years employment history including any gaps. Applicants are requested to ensure e‑mail addresses for all referees are included on their application form. Personal references are not acceptable.

Working Hours

If the hours advertised for the post are up to full time (37.5 hours per week), applications are still welcomed from individuals who may be seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.

Equality, Diversity and Inclusion

Everything we do is shaped by our values: Respect, Support, and Collaborate.

At University Hospitals Tees we want our workspaces to be places where everyone feels welcome, valued and safe. We treat people with respect, and we celebrate the differences that make each of us unique.

We welcome applications from everyone, no matter your age, background, race, religion, disability, sex, sexual orientation, gender identity, family circumstances or beliefs.

We are here to support you throughout your application and at every stage of your career with us. We believe we work best when we collaborate, learn from each other and build teams that reflect the communities we serve.

Disability

We are a Disability Confident Lead employer. This means we give fair and full consideration to applicants and will offer reasonable adjustments during the recruitment process. If you need help with your application, or need the information in a different format, please contact our recruitment team and we will support you.

Right to Work in the UK

The Trust welcomes applications from all candidates who meet the criteria for the role. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless they have permission to work via another route. Non UK/RoI candidates wishing to apply can self‑assess the likelihood of obtaining a Certificate of Sponsorship here: Work in the UK - GOV.UK ( www.gov.uk )

Please provide full and accurate details of your current immigration status on the application form. Your current immigration status will not be considered as part of the shortlisting or interview process.

Please note that not everyone needs a ‘Skilled Worker’ visa. If you are applying for health or social care, you may be eligible to apply for the Health and Care Worker visa instead.

As a supporter of the Armed Forces and an employer of Reservists, North Tees and Hartlepool NHS Foundation Trust are proud to be a signatory of the Armed Forces Covenant, which is a promise by the nation to ensure that those who serve or who have served in the UK Armed Forces (and their families) are treated fairly.

We recognise that reservists and veterans bring a variety of transferable skills and qualities to our workplace, developed through their military careers. Our commitment to supporting the Armed Forces Community has been recognised through the Armed Forces Covenant as a Silver Employer.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name MICHELLE ALLISON Job title Service Manager, Admin Email address [e-mail] Telephone number 07792807088 Additional information Wendy Thompson, Team Lead, Anaesthetics, Theatres & Critical Care