About this role
Job summary This role support to deliver a comprehensive reception, administrative, and clerical service that supports the multidisciplinary team in providing patient care within the department. Additionally, to offer a welcoming and professional front-of-house experience for all patients and their families receiving care at The Princess Alexandra Hospital.
The role is a fixed term contract until February 2027.
Main duties of the job The Ward Clerk provides an efficient, accurate and welcoming administrative service that supports the safe and smooth running of the ward. The post holder acts as a key point of contact for patients, relatives, carers, clinical teams and partner services; maintains complete and timely patient information; and supports admissions, transfers, discharge processes and day-to-day ward organisation.
In a Care of the Elderly setting, the post holder will communicate patiently and respectfully with people who may be frail, anxious, hearing or visually impaired, living with dementia or delirium, or dependent on relatives and carers for support. The Ward Clerk will recognise the limits of the role, maintain confidentiality and promptly refer clinical questions, safeguarding concerns or changes in a person's condition to a registered practitioner.
About us The Princess Alexandra Hospital NHS Trust (PAHT) is proud to care for the communities of West Essex, delivering safe, compassionate, and high-quality services. We are part of the Neighbourhood Wave; a national programme thats changing how care is delivered by focusing on prevention, early support, and more joined-up services across health, social care, and the voluntary sector.
This means were working more closely with local partners to bring care closer to home and support people to live healthier, more independent lives.
Were a supportive and inclusive organisation that values its people. We offer development opportunities, flexible working, and a strong focus on wellbeing. As a Disability Confident and equal opportunities employer, we welcome applicants from all backgrounds and experiences.
Join us and help shape the future of care in West Essex.
Job description Job responsibilities
The Ward Clerk is a key member of the multidisciplinary team and is responsible for providing a comprehensive, efficient and professional administrative service to support the delivery of high-quality patient care within the ward environment. Acting as a central point of communication, the post holder will work closely with nursing, medical, therapy and administrative colleagues to ensure the smooth day-to-day operation of the ward.
The post holder will be responsible for managing a wide range of administrative duties, including maintaining accurate patient information, supporting admission, transfer and discharge processes, preparing and filing documentation, and ensuring patient records are available and up to date. They will be expected to use a variety of electronic patient record systems and administrative databases, ensuring all information is entered accurately and in a timely manner.
As the first point of contact for many patients, relatives and visitors, the Ward Clerk will provide a welcoming and professional reception service, responding to enquiries both in person and over the telephone. The role requires excellent communication and interpersonal skills, with the ability to deal sensitively and professionally with individuals who may be anxious, distressed or have additional communication needs. The post holder will ensure that enquiries are directed appropriately and that messages are communicated promptly and accurately to the relevant members of the clinical team.
Working within a busy ward environment, the Ward Clerk will support the coordination of patient flow by assisting with admissions, bed moves, transfers and discharges. This includes preparing documentation, arranging transport where required, processing referrals and appointments, and liaising with internal and external departments to ensure patient journeys are managed efficiently. The role requires strong organisational skills and the ability to prioritise a varied workload while maintaining attention to detail.
The post holder will provide administrative support to the wider multidisciplinary team, including preparing correspondence, photocopying, scanning and distributing documents, maintaining filing systems, ordering stationery and office supplies, and supporting ward meetings and operational activities as required. They will contribute to maintaining an organised, professional and efficient ward environment, ensuring administrative processes run smoothly and effectively.
A significant aspect of the role involves working within a Care of the Elderly setting, supporting patients who may be frail, living with dementia, experiencing confusion or managing multiple long-term conditions. The post holder will be expected to demonstrate compassion, patience and understanding at all times, adapting their communication style to meet individual patient needs while maintaining dignity, privacy and respect.
The Ward Clerk will be responsible for maintaining confidentiality and handling sensitive information in accordance with Trust policies, information governance standards and data protection legislation. They will ensure that all patient records, correspondence and documentation are managed securely and accurately, recognising the importance of high-quality information in supporting safe patient care.
The post holder will contribute to maintaining quality and safety standards by complying with Trust policies and procedures, including infection prevention and control, health and safety, safeguarding and equality and diversity requirements. They will participate in mandatory training, team meetings, appraisal processes and service improvement initiatives, demonstrating a commitment to continuous learning and development.
This role requires an individual who is organised, adaptable and able to work effectively both independently and as part of a team. The successful candidate will have excellent customer service skills, strong attention to detail and the ability to remain calm and professional in a fast-paced healthcare environment. They will play an essential role in ensuring the ward functions efficiently, enabling clinical colleagues to focus on delivering outstanding patient care and contributing positively to the overall patient experience.
Person Specification
Qualifications Essential
GCSE for Maths and English Grade C or above
Desirable
NVQ Level 3 in Administration
Experience Essential
Customer service experience
Desirable
Recent administrative experience NHS clerical experience
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 The Princess Alexandra Hospital NHS Trust
Address The Princess Alexandra Hospital
Harlow
Essex
CM20 1QX
United Kingdom
Employer's website https://www.pah.nhs.uk (Opens in a new tab)