County Durham & Darlington NHS Foundation Trust

Ward Clerk

The closing date is 12 January 2026

Job summary

As the Ward Clerk on our dynamic Frailty Unit, you will play a key role in supporting the day-to-day running of the ward. You will be the first point of contact for patients, relatives, and healthcare professionals and will provide essential administrative support to ensure smooth patient flow and high standards of care. Your work will directly contribute to improving patient experience and enabling clinical teams to deliver safe, timely, and effective care to our frail and elderly population.

Main duties of the job

Key Responsibilities

Administrative Duties

Maintain accurate and up-to-date patient records (paper and electronic), ensuring confidentiality at all times. Process admissions, discharges, transfers, and deaths on relevant hospital systems. Prepare and maintain ward lists, handover sheets, and bed management updates for the clinical team. File investigation results and documentation in patient notes. Liaise with the bed manager, site manager, and other departments regarding bed availability and patient movement.

Communication

Act as the first point of contact for incoming telephone and face-to-face enquiries from families, carers, and multidisciplinary team (MDT) members. Relay messages clearly and promptly to clinical staff.

Communicate professionally and sensitively with relatives and visitors, particularly around issues for frail patients. Ordering transport for patients outpatient appointments.

Clerical & Organizational Support

Ensure the smooth flow of documentation between departments, once labelled for scanning.

Support the coordination of MDT meetings by preparing notes and ensuring all relevant documentation is available.

Order stationery, maintain stock

About us

If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.

You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.

We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.

We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.

Full Job Descriptions can be found in the adverts supporting documents.

Over reliance on AI-generated content is discouraged and may diminish the applicant's chances of success.

For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.

From April 9th 2025 - Healthcare assistants - You must have been employed for a minimum of two years of as a HCA within the NHS for the Trust to consider sponsorship (we will only consider sponsorship if you meet this criteria and have a current visa expiring within 3 months).

Date posted

05 January 2026

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

C9439-2526-1128

Job locations

Bishop Auckland General Hospital

Cockton Hill Road

Bishop Auckland

County Durham

DL14 6AD

Job description

Job responsibilities

Teamwork

Work closely with nursing, medical, therapy, and support staff to ensure a cohesive team approach to patient care.

Attend ward huddles and briefings when appropriate.

Contribute to service improvement initiatives and support quality audits.

Essential Skills & Attributes

Strong administrative and IT skills (Microsoft Office, hospital systems).

Excellent communication and interpersonal skills.

Ability to prioritise workload and manage time effectively.

Empathy and understanding of the needs of frail, elderly patients and their families.

Ability to remain calm and professional in a fast-paced environment.

Desirable Experience

Previous experience in a hospital or healthcare setting.

Familiarity with patient administration systems.

Understanding of frailty, dementia, or delirium patient needs.

Working Relationships

Reports to: Nurse-in-Charge / Ward Manager

Works with: Nursing staff, Doctors, Therapists, Discharge Coordinators, Bed Managers, Admin staff, Patients & Families

Key Values & Behaviours

Compassionate, patient-centred approach

Reliable and punctual

Commitment to confidentiality and data protection

Willingness to learn and develop within the role

Respectful and inclusive to all colleagues and patients

Job description

Job responsibilities

Teamwork

Work closely with nursing, medical, therapy, and support staff to ensure a cohesive team approach to patient care.

Attend ward huddles and briefings when appropriate.

Contribute to service improvement initiatives and support quality audits.

Essential Skills & Attributes

Strong administrative and IT skills (Microsoft Office, hospital systems).

Excellent communication and interpersonal skills.

Ability to prioritise workload and manage time effectively.

Empathy and understanding of the needs of frail, elderly patients and their families.

Ability to remain calm and professional in a fast-paced environment.

Desirable Experience

Previous experience in a hospital or healthcare setting.

Familiarity with patient administration systems.

Understanding of frailty, dementia, or delirium patient needs.

Working Relationships

Reports to: Nurse-in-Charge / Ward Manager

Works with: Nursing staff, Doctors, Therapists, Discharge Coordinators, Bed Managers, Admin staff, Patients & Families

Key Values & Behaviours

Compassionate, patient-centred approach

Reliable and punctual

Commitment to confidentiality and data protection

Willingness to learn and develop within the role

Respectful and inclusive to all colleagues and patients

Person Specification

Qualifications

Essential

3 GCSE's including English and Maths

Experience

Essential

Previous experience in clerical role

Desirable

Able to communicate effectively (written, verbal and non-verbal communication) with patients/relatives and carers and all members of the multi-disciplinary team

Special Skills and Knowledge

Essential

Good communication skills verbal and written
Ability to work as a team member essential
IT skills
Recognise and report changes in patients condition.
Excellent documentation skills.

Person Specification

Qualifications

Essential

3 GCSE's including English and Maths

Experience

Essential

Previous experience in clerical role

Desirable

Able to communicate effectively (written, verbal and non-verbal communication) with patients/relatives and carers and all members of the multi-disciplinary team

Special Skills and Knowledge

Essential

Good communication skills verbal and written
Ability to work as a team member essential
IT skills
Recognise and report changes in patients condition.
Excellent documentation skills.

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.