About this role
Job summary
Ward Clerk - Swinley Ward
The Ward Clerk plays a vital administrative and coordination role on Swinley Ward, abusy 26-bedded surgical ward, supporting the multidisciplinary team to ensure the smooth day-to-day running of the ward and associated GAU. Working12-hour shifts, Monday to Sunday, including bank holidays, the post holder acts as a key point of contact for patients, relatives, and staff, helping to maintain high standards of patient care and safety in a fast-paced clinical environment.
Main duties of the job
Key Responsibilities
Provide comprehensive administrative support to the surgical ward and gynaecology clinic Act as the first point of contact for patients, relatives, visitors, and external departments Manage patient admissions, discharges, and transfers on electronic systems Maintain accurate patient records, notes, and documentation in line with confidentiality and data protection policies Coordinate communication between nursing staff, medical teams, theatres, diagnostics, and outpatient services Support clinic activity, including appointment coordination, patient flow, and clinic preparation Answer telephone and face-to-face enquiries promptly and professionally Order and maintain ward stationery and non-clinical supplies Assist with bed management and escalation processes during periods of high activity Ensure compliance with hospital policies, procedures, and infection prevention standards
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job description Job responsibilities
Key Responsibilities and Duties
Patient Administration
Manage patient admissions, discharges, and transfers using Trust electronic systems (e.g. HIS, PAS, EPR). Prepare, track, and maintain patient notes, ensuring documentation is accurate, complete, and available at all times. Ensure patient demographic details are correct and updated promptly. Coordinate discharge paperwork and support timely patient flow in liaison with nursing and medical staff. Communication and Liaison
Act as the first point of contact for patients, relatives, visitors, and members of the multidisciplinary team. Answer telephone and face-to-face enquiries professionally, dealing with routine queries and escalating concerns appropriately. Facilitate effective communication between ward staff, medical teams, diagnostics, theatres, pharmacy, outpatient departments, and external agencies. Receive and disseminate messages accurately and in a timely manner. Ward and Clerical Support
Provide general clerical support including filing, photocopying, scanning, emailing, and data entry. Maintain ward lists, admission boards, and electronic trackers to reflect real-time activity. Support bed management processes and escalate capacity pressures as directed by senior staff. Order and monitor non-clinical ward supplies, stationery, and equipment as required. Data Quality and Information Governance
Ensure all work is carried out in line with data protection, confidentiality, and Caldicott principles. Maintain accurate records in accordance with Trust policies and NHS standards. Report incidents, concerns, or errors using appropriate reporting systems (e.g. Datix). Health, Safety, and Infection Prevention
Adhere to Trust policies relating to health and safety, infection prevention and control, and risk management. Maintain a clean, organised, and safe ward reception and administrative area. Participate in mandatory training and updates as required. Teamwork and Professional Responsibilities
Work collaboratively as part of the ward and multidisciplinary team to support high-quality patient care. Prioritise workload effectively in a demanding environment, responding flexibly to changing service needs. Support new staff, students, and temporary staff by providing guidance on ward administrative processes. Participate in service improvement initiatives and audits as required. Working Conditions
Based on a busy acute inpatient ward Frequent interruptions and competing priorities Regular use of computer systems and telephone Shift work including weekends, and bank holidays
Person Specification
Essential Essential
Must be able to work flexibly and where appropriate cover annual leave or sickness Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation. Good attendance record.
Knowledge Essential
Good understanding of customer care practices within the work place Good knowledge of clerical/admin skills
Desirable
Experience of using NHS electronic systems
Skills Essential
Excellent communication and organisational skills Previous clerical experience
Desirable
Experience of working within the NHS
Experience Essential
Experience of working in a busy, pressurised environment dealing with frequent interruptions Ability to work within a team or independently
Qualifications Essential
Educated to GCSE or equivalent level in English and Maths
Desirable
Clerical/admin qualification
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 Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address Swinley Ward, Royal Albert Edward Infirmary
Wigan Lane
Wigan
WN1 2NN
United Kingdom
Employer's website http://www.wwl.nhs.uk/ (Opens in a new tab)