Ward Clerk

Herefordshire and Worcestershire Health and Care NHS Trust

The closing date is 11 May 2025

Job summary

This is a part time post working 25 hours per week.

Are you looking for a new challenge? We are now seeking to recruit a part time enthusiastic Ward Clerk, Administrator to act as the first point of contact for patients and visitors at Hadley Ward, Elgar Unit in Worcester.

Applicants require relevant experience with excellent organisational and communication skills. You should have knowledge of office procedures as well as a working knowledge of Microsoft Office software. Key responsibilities for this role include supporting the ward managers and ward staff, updating/amending the patient database to ensure all activity is recorded, booking patients into ward review, liaison with GPs and community teams, scanning, audits etc.

You will be expected to prioritise tasks as well as use your initiative and organise your own time.

Applicants should be able to work independently. Experience of dealing with members of the public is desirable.

For further information please contact Bernadette Barron (01905 681422) or Sarah-Lynne Bacon (01905 681430)

Please note the Trust will not provide sponsorship to work for this role, to apply you must have current right to work in the UK status.

Main duties of the job

The post holder will need to be well organised able to multitask and possess excellent interpersonal skills. Provide a broad administrative service to the Team/Ward Manager and clinical staff within the team.

You will undertake a vital role in supporting the clinical team in providing all aspects of admin support including telephone duties, inbox management, electronic management systems, appointment booking, minute taking, spreadsheet management, petty cash handling and generic office duties. The role will include contact with patients, carers, professionals (internal and external) and colleagues daily.

You are required to have a high level of organisational skills and not only be able to be self-motivated but be a team player.

The ability to prioritise a busy workload and work flexibly to meet demand are essential requirements of the role as well as a good customer service focus, when dealing with internal and external enquires.

This role is to provide admin support on a part time basis. (25 hours, ideally 5 hours a day), there is flexibility for this to be arranged between the successful post holder and the ward manager to suit service and personal requirements

About us

At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.

Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.

We will support you to thrive; offer flexible working options for a great work-life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.

What we offer;

27 days leave plus bank holidays, increasing up to 33 days with long service
Generous NHS pension and enhanced pay when you work unsocial hours
Flexible and agile working opportunities
Great maternity, paternity, and adoption support
Wide range of supportive staff networks
Health and wellbeing opportunities

If you would like to know more, please visit our website.

We encourage you to read the attached applicant guidance notes.

Sharing your data - As a data controller we may sometimes need to process your data to pursue our legitimate business interests, for example to request a survey from you (optional), to support the Trusts understanding of where you gained interest in working for the Trust.

Date posted

29 April 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 a year pro rata (£12.36 per hour)

Contract

Permanent

Working pattern

Part-time

Reference number

C9798-1366

Job locations

Hadley Ward, Elgar Unit

Newtown Hospital, Newtown Road

Worcester

WR5 1JG

Job description

Job responsibilities

Administration duties specific to the role.

Providing support as required e.g., typing, data input, scanning, telephone duties, generic inbox management, liaison with patients and colleagues, appointment and diary management, minute taking, maintaining accurate records, petty cash handling and problem solving.

The role may require contact with distressed and anxious patients; you will be provided with training and support to enable you to manage potentially challenging situations. This is a very rewarding but also very busy role and would suit someone who can stay calm under pressure in challenging situations, whilst carrying out a variety of tasks as no two days are the same.

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Job description

Job responsibilities

Administration duties specific to the role.

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Person Specification

Knowledge

Essential

Working knowledge of Microsoft packages
Knowledge of office procedures
Understanding of the confidential nature of the post

Experience

Essential

Recent, relevant experience in an Administrative/Secretarial/ Reception/Customer Service Role

Desirable

Previous relevant NHS experience

Qualifications

Essential

Level 2 qualification (e.g. GCSE Grade 4-9/A-C, NVQ 2, OCR/RSA 2, City & Guilds 2) in a Business Administration related subject OR Level 2 qualification in an alternative subject and will be expected to undertake the relevant level 2 qualification on appointment to post OR Considerable recent NHS administrative experience and will be expected to undertake the relevant level 2 qualification on appointment to post
I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.

Skills & Abilities

Essential

General office skills, including filing, scanning, photocopying etc.
Ability to be polite and firm when dealing with difficult, impatient, or upset people
Ability to communicate effectively and clearly in both written and verbal formats
Ability to prioritise a busy workload effectively and able to work to strict deadlines

Desirable

Minute taking

Additional Criteria

Essential

Professional manner
Willingness to commit to continuing professional development and undertake relevant training as required
Tact and discretion when dealing with confidential information
You understand that we will not provide sponsorship to work for this role.

Desirable

Ability to meet the travel requirements of the role

Person Specification

Knowledge

Essential

Working knowledge of Microsoft packages
Knowledge of office procedures
Understanding of the confidential nature of the post

Experience

Essential

Recent, relevant experience in an Administrative/Secretarial/ Reception/Customer Service Role

Desirable

Previous relevant NHS experience

Qualifications

Essential

Level 2 qualification (e.g. GCSE Grade 4-9/A-C, NVQ 2, OCR/RSA 2, City & Guilds 2) in a Business Administration related subject OR Level 2 qualification in an alternative subject and will be expected to undertake the relevant level 2 qualification on appointment to post OR Considerable recent NHS administrative experience and will be expected to undertake the relevant level 2 qualification on appointment to post
I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.

Skills & Abilities

Essential

General office skills, including filing, scanning, photocopying etc.
Ability to be polite and firm when dealing with difficult, impatient, or upset people
Ability to communicate effectively and clearly in both written and verbal formats
Ability to prioritise a busy workload effectively and able to work to strict deadlines

Desirable

Minute taking

Additional Criteria

Essential

Professional manner
Willingness to commit to continuing professional development and undertake relevant training as required
Tact and discretion when dealing with confidential information
You understand that we will not provide sponsorship to work for this role.

Desirable

Ability to meet the travel requirements of the role

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.