Weekend Ward Clerk - Paediatrics

Bedfordshire Hospitals NHS Foundation Trust; Bedford; On-site; GBP 23,000 - 28,000; Part time

Job summary

Bedfordshire Hospitals NHS Foundation Trust is seeking a part-time Administrator to support the Children’s Inpatient Ward and Children’s Assessment Unit in Bedford. The role involves reception, data entry, and general ward administration to assist clinical teams and ensure a positive patient experience.

The post is 15 hours per week, Saturday and Sunday 8:00–16:00, based at Riverbank Ward, Bedford Hospital. Salary £25,272 per year with a probationary approach and NHS working patterns.

Qualifications

• Good numeracy and literacy skills.
• Grade A - C in maths and english.
• Knowledge of safeguarding.
• Knowledge and experience of IT systems and experience in an administrative role.
• Previous experience of working with healthcare systems.

Responsibilities

• Assist patients, relatives, visitors and staff on the Children’s Inpatient Ward and Children’s Assessment Unit, providing a professional and welcoming service while following security procedures.
• Maintain accurate patient information on hospital systems (PIMS, NerveCentre) and ensure data quality.
• Carry out administrative duties related to admissions, transfers and discharges within Trust timescales.
• Collate, file and maintain patient records, nursing notes and clinical documentation per Trust policies and Information Governance.
• Ensure patient demographics are accurate and updated as required.
• Process discharge documentation, ensuring letters are completed, distributed and filed.
• Arrange follow-up outpatient appointments and communicate details to patients and families.
• Support the discharge process by ensuring records are complete and information is captured on systems.
• Provide comprehensive clerical support to clinical teams for smooth ward operations.
• Prioritise workloads, maintain confidentiality and work flexibly to meet service needs.

Skills

Prioritise workload

NHS computer systems

IT systems knowledge

Safeguarding knowledge

Experience in healthcare systems

Education

Grade A-C in maths and English

Job description

Main area Paediatrics Grade NHS AfC: Band 2 Contract Permanent Hours Part time - 15 hours per week (Saturday and Sunday 8 - 4) Job ref 418-COR11729-CW

Site Riverbank Ward, Bedford Hospital Town Bedford Salary £25,272 pa Salary period Yearly Closing 23/11/2026 08:00

Job overview

The role involves undertaking a range of reception and administrative duties to support the efficient day-to-day operation of the Children’s Inpatient Ward and Children’s Assessment Unit. The post holder will provide frontline clerical and administrative support to clinical teams while acting as a welcoming and professional point of contact for patients, families, and visitors.

Key responsibilities include the accurate and timely recording of patient information on relevant clinical systems, including admissions, discharges, transfers, and appointments, ensuring compliance with Trust policies, data quality standards, health records procedures, and information governance requirements. The post holder will support the smooth flow of information between clinical teams, maintain patient records, answer telephone enquiries, and assist with general ward administration.

The successful candidate will be expected to manage a varied workload effectively, prioritise tasks to meet service demands, and work flexibly across clinical areas as required. They will contribute to maintaining a positive patient experience through excellent communication and customer service skills, while adapting to the changing needs of the service and supporting the delivery of high-quality patient care.

Main duties of the job

• Assist patients, relatives, visitors, and staff attending the Children’s Inpatient Ward and Children’s Assessment Unit, ensuring a professional and welcoming service while following security procedures.
• Maintain accurate patient information on hospital systems, including PIMS and NerveCentre, ensuring data quality standards are met.
• Undertake all administrative duties relating to patient admissions, transfers, and discharges within agreed Trust timescales.
• Collate, maintain, and file patient records, correspondence, nursing notes, and clinical documentation in accordance with Trust policies and Information Governance requirements.
• Ensure patient demographic details are accurate and updated as required.
• Process discharge documentation, ensuring letters are completed, distributed, and filed appropriately.
• Arrange follow-up outpatient appointments and communicate appointment details to patients and families.
• Support the discharge process by ensuring patient records are completed, appointments arranged, and all relevant information is accurately recorded on hospital systems.
• Provide comprehensive clerical support to clinical teams, contributing to the smooth and efficient running of the ward and assessment unit.
• Prioritise workloads effectively, maintain confidentiality at all times, and work flexibly to meet the changing needs of the service.

Working for our organisation

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.

Detailed job description and main responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITY for Administrator

Customer focused general duties:

• Respond to telephone and personal enquiries from patients, visitors and staff in a diplomatic and courteous manner, ensuring the correct information is made available, recorded or passed on to relevant members of staff.
• Meet and welcome patients and visitors to the ward; assist and guide as appropriate.
• Assist and advise personal callers, staff, visitors and contractors to the ward. Ensure appropriate security is requested from people entering the unit.

Patient information / medical records:

1. Ensure patient details are entered in a timely and accurate manner on the hospital Patient Information Systems (PIMS) and NerveCentre.

2. Ensure all paperwork is prepared and available during attendance to the Children’s Assessment Unit.

Please refer to the attached JD

Person specification

Qualifications

• Good numeracy and literacy skills
• Grade A - C in maths and english

Knowledge

• Knowledge of safeguarding
• Knowledge and experience of IT systems and experience in an administrative role
• Previous experience of working with healthcare systems

Skills

• Able to prioritise workload and work under pressure
• Knowledge of NHS computer systems

It is an exciting time to join Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.

Employer certification / accreditation badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Name Olivia Zielinska Job title Childrens Assessment Unit and Virtual Ward Manager Email address [e-mail] Telephone number 01234 792204