About this role
Job summary
We are seeking a part-time Ward Clerk within the Antenatal Clinic Department. The post holder will work across both the Antenatal Office and the Antenatal Clinic Reception desk, providing efficient, patient-focused administrative and reception support.
The role supports the day-to-day running of antenatal clinics and acts as a key point of contact for patients. The post holder will work closely with midwives, clinicians and the wider multidisciplinary team to help ensure clinics run smoothly and effectively.
This is a part-time position of 25.5 hours per week, worked over three days between Monday and Friday, within core clinic hours of 08:00 to 17:00. Exact working days will be agreed in line with service needs.
Main duties of the job
Provide administrative and reception support for antenatal clinics, working across the Antenatal Office and Antenatal Clinic Reception desk. Act as a first point of contact for patients, welcoming them to clinic, answering enquiries in person and by telephone, and responding appropriately to queries. Manage patient arrivals and departures on maternity systems, ensuring accurate demographic details and pathway updates. Support appointment booking, cancellation and rescheduling, including scans and specialist antenatal clinics. Track, retrieve and organise physical patient records and documentation, ensuring availability for clinics and clinical teams. Maintain clinic lists, process referrals, produce correspondence and input data accurately onto electronic systems. Monitor shared inboxes and take timely action on referrals, booking enquiries and notifications. Support the smooth running of clinics by liaising with midwives, clinicians and the wider multidisciplinary team. Ensure confidentiality and professionalism at all times in line with Trust policies and values. Provide cross-cover for administrative colleagues as required to maintain service continuity.
About us
We want to attract the best and brightest people to work with us and that means we will look after you from the moment you apply for a role at the Trust and throughout your career with us. Our staff are central to everything we do, and we believe that investing in you is crucial if we want to enable you to reach your full potential.
Job description Job responsibilities
1. Prepare the Antenatal Clinic administrative and reception areas for daily activity, ensuring systems, clinic lists, resources and patient information are ready to support the smooth running of clinics.
2. Provide comprehensive administrative support to antenatal clinics, supporting the daytoday operational running of services.
3. Manage the organisation, tracking and movement of patient records and documentation, ensuring information is accurate, secure and available when required.
4. Support antenatal booking and referral processes, including appointment coordination for scans and clinics, clinic list management, correspondence and accurate data entry onto maternity administration systems.
5. Manage patient attendances, arrivals and departures, maintaining accurate demographic and pathway information in line with local procedures.
6. Provide frontdesk reception cover, acting as a first point of contact for patients, responding to enquiries in person and by telephone in a professional and sensitive manner.
7. Monitor and manage designated communication channels, including shared inboxes and telephone requests, taking appropriate and timely action and escalating issues where required.
8. Liaise effectively with midwives, clinicians and the wider multidisciplinary team to support clinic flow and resolve routine operational issues.
9. Support the completion of routine administrative safety and failsafe processes, including followup actions and checks, to maintain patient safety.
10. Maintain adequate clinic supplies and ensure administrative and reception areas remain organised, clean and safe.
11. Escalate issues such as missing documentation, capacity constraints, system issues or operational concerns to senior staff as appropriate.
12. Provide crosscover for colleagues during periods of sickness, annual leave or unexpected absence, ensuring continuity of service within the Maternity Administration Team.
13. Although primarily based within the Antenatal Clinic, the post holder may be required to work in other maternity administrative areas depending on service needs.
14. Work flexibly in response to changing clinical demands, rota requirements and operational priorities, as directed by the Maternity Administration Manager or Midwifery Management Team.
15. Undertake any other appropriate administrative duties, commensurate with the role and banding, required to support the safe, efficient and effective running of maternity services.
Person Specification
Education and Qualifications Essential
4 GCSEs grade 4 or above including Mathematics and English or equivalent e.g. level 2 literacy and numeracy.
Desirable
NVQ Level 2/3 in Business Administration or other relevant subject or admin qualification. OCR Level 3 keyboard skills (or equivalent measurable level of skills)
Knowledge and Experience Essential
Minimum of 6 months previous experience in an administrative or clerical role. Basic IT skills, including the ability to use Microsoft Office applications such as Word, Outlook and basic Excel. Ability to follow administrative processes accurately and maintain organised records. Demonstrates an understanding of the importance of confidentiality within a healthcare setting.
Desirable
Experience of working in a busy environment with frequent interruptions. Previous administrative experience within an NHS or healthcare environment. Awareness of maternity services or patient pathways. Basic understanding of booking or scheduling systems (training will be provided). Awareness of medical terminology. Familiarity with electronic patient record systems such as IPM, CRIS and E3 (training will be provided).
Skills and Knowledge Essential
Good organisational and time management skills, with the ability to prioritise straightforward tasks. Able to remain calm and professional while working in a busy environment with frequent interruptions. Good communication skills, with the ability to interact politely and sensitively with patients, families and staff. Able to work well as part of a team and contribute to a supportive working environment. Ability to follow instructions and work under supervision while also completing routine tasks independently once trained. Accurate keyboard skills and the ability to input data correctly. Good attention to detail when handling patient information or preparing documents. Willingness to learn new systems, processes and administrative tasks as required. Ability to problem solve straightforward administrative issues and escalate appropriately. Ability to work flexibly to meet the needs of the service.
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.
Employer details Employer name James Paget University Hospitals NHS Foundation Trust
Address James Paget University Hospital
Lowestoft Road
Gorleston
NR31 6LA
Employer's website https://www.jpaget.nhs.uk/work-for-us/ (Opens in a new tab)