Job summary
Job Overview: Ward Coordinator - Forest Ward
The Ward Coordinator for Forest Ward plays a vital role in creating a warm, organised, and welcoming environment for patients, visitors, and staff. As the first friendly face people meet when entering the ward, you will set the tone for a positive experience, ensuring everyone is greeted with kindness, reassurance, and professionalism.
With a naturally cheerful disposition, you will provide high-quality front-of-house support, helping patients and their families feel comfortable and informed from the moment they arrive. You will manage the ward reception area, coordinate communication between clinical teams, and support the smooth running of day-to-day operational tasks.
This role requires excellent interpersonal skills, strong attention to detail, and the ability to remain calm, approachable, and efficient in a busy healthcare setting. As a key member of the ward team, you will contribute to maintaining high standards of patient care, confidentiality, and organisation.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
Main duties of the job
Key Responsibilities
Provide a welcoming and supportive first point of contact for all ward visitors.Manage the ward reception area, ensuring it is tidy, organised, and approachable.Handle incoming phone calls, enquiries, and messages with professionalism and warmth.Support patient flow processes, including admissions, transfers, and discharges.Liaise effectively with nursing, medical, and multidisciplinary teams.Maintain accurate documentation and update ward information systems as required.Coordinate visitor access, ensuring safeguarding and security procedures are followed.Assist with general administrative tasks to support efficient ward operations.Promote a positive ward atmosphere with a friendly, calm, and patient-focused approach.
Trust Values
All colleagues are expected to demonstrate at interview and throughout employment that they act in line with Nottinghamshire Healthcare NHS Trust Values:
Trust- Honesty- Respect- Compassion- Teamwork
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment.
Job description
Job responsibilities
To undertake clinical administrative work as required by the Ward Manager and Clinical Team.
Providing cover and support, working as a team, and provide cover in various ward areas, including working in the patient bank.
To deal efficiently with all correspondence, monitoring telephone enquiries and providing information, as appropriate.
To type and compose letters, memoranda, and other documentation, as required.
To convene and attend regular ward meetings as required. Producing agendas and accurate minutes, making all necessary arrangements, including the collation of papers and agenda items.
To deal with enquiries/visitors
To deal with patient enquiries.
To liaise and deal with all departments and external agencies, patients and carers.
Undertake office duties, filing, photocopying, dealing with incoming / outgoing mail.
Dealing with all telephone calls and associated duties in an efficient and timely manner.
Support Ward Managers and Clinical Teams with staff related tasks, such as sickness and annual leave recording on ESR.
Under the direction of the nurse in charge/Ward Manager, to assist with the necessary clerical arrangements involved in the admission and discharge of patients, including the organisation of admission packs for the admitting nurse and requesting of medical notes by liaising with healthcare records Dept.
To assist the Ward Managers and Clinical Teams in assessing and arranging maintenance of buildings and equipment, liaising with contractors to ensure the safe operation for service users/patients.
Maintaining efficient filing systems for patients records and documentation, carrying out regular checks on the correct filing of all information in line with Information Governance procedures.
To support trained staff to ensure that data is recorded onto SystmOne in line with data quality and timeliness requirements, as indicated by the Trust.
Updating and maintain information on ward notice boards as directed by the nurse in charge /Ward Manager.
Assist with the administration of staff rotas.
Monitor and maintain adequate levels of all stock and non-stock items etc., in line with standing financial instructions.
May be required to handle patients cash and valuables, according to Trust procedures. Where necessary issue and account for petty cash expenditure
Arranging transport and appointments for patients, as and when required.
Arranging translation services for patients.
To undertake any other duties that would be a reasonable expectation of the role.
Health Roster.
Patient Bank
Please note that this post does not meet the pay level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Job description
Job responsibilities
To undertake clinical administrative work as required by the Ward Manager and Clinical Team.
Providing cover and support, working as a team, and provide cover in various ward areas, including working in the patient bank.
To deal efficiently with all correspondence, monitoring telephone enquiries and providing information, as appropriate.
To type and compose letters, memoranda, and other documentation, as required.
To convene and attend regular ward meetings as required. Producing agendas and accurate minutes, making all necessary arrangements, including the collation of papers and agenda items.
To deal with enquiries/visitors
To deal with patient enquiries.
To liaise and deal with all departments and external agencies, patients and carers.
Undertake office duties, filing, photocopying, dealing with incoming / outgoing mail.
Dealing with all telephone calls and associated duties in an efficient and timely manner.
Support Ward Managers and Clinical Teams with staff related tasks, such as sickness and annual leave recording on ESR.
Under the direction of the nurse in charge/Ward Manager, to assist with the necessary clerical arrangements involved in the admission and discharge of patients, including the organisation of admission packs for the admitting nurse and requesting of medical notes by liaising with healthcare records Dept.
To assist the Ward Managers and Clinical Teams in assessing and arranging maintenance of buildings and equipment, liaising with contractors to ensure the safe operation for service users/patients.
Maintaining efficient filing systems for patients records and documentation, carrying out regular checks on the correct filing of all information in line with Information Governance procedures.
To support trained staff to ensure that data is recorded onto SystmOne in line with data quality and timeliness requirements, as indicated by the Trust.
Updating and maintain information on ward notice boards as directed by the nurse in charge /Ward Manager.
Assist with the administration of staff rotas.
Monitor and maintain adequate levels of all stock and non-stock items etc., in line with standing financial instructions.
May be required to handle patients cash and valuables, according to Trust procedures. Where necessary issue and account for petty cash expenditure
Arranging transport and appointments for patients, as and when required.
Arranging translation services for patients.
To undertake any other duties that would be a reasonable expectation of the role.
Health Roster.
Patient Bank
Please note that this post does not meet the pay level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Person Specification
Skills
Essential
- Excellent telephone manner
- Good numeracy and literacy skills
- Excellent interpersonal/communication skills, including excellent written and oral skills.
- Administrative Skills
Values and Behaviours
Essential
- All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation.
Physical Requirements
Essential
- Requirement for sitting in a restricted position for a substantial proportion of the working time
- There is an occasional requirement to set up meeting/training rooms
- Has the ability to perform the full range of duties.
Qualifications
Essential
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience.
Desirable
Experience
Essential
- Scheduling/diary management
- Minute taking
- Experience of working in a customer-facing role
- High level Microsoft Office software
- Previous experience of working in an office environment
- Ability to relate to a wide range of people
- Able to use own initiative within agreed protocols
- Ability to work as an effective team member
Desirable
- Experience of working within the NHS
Knowledge
Essential
- Maintain electronic records/information on computer
- Computer literacy including word, excel, outlook, database
Contractual requirements
Essential
- Ability to travel between venues
- Requirement to complete Mandatory Training
Person Specification
Skills
Essential
- Excellent telephone manner
- Good numeracy and literacy skills
- Excellent interpersonal/communication skills, including excellent written and oral skills.
- Administrative Skills
Values and Behaviours
Essential
- All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation.
Physical Requirements
Essential
- Requirement for sitting in a restricted position for a substantial proportion of the working time
- There is an occasional requirement to set up meeting/training rooms
- Has the ability to perform the full range of duties.
Qualifications
Essential
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience.
Desirable
Experience
Essential
- Scheduling/diary management
- Minute taking
- Experience of working in a customer-facing role
- High level Microsoft Office software
- Previous experience of working in an office environment
- Ability to relate to a wide range of people
- Able to use own initiative within agreed protocols
- Ability to work as an effective team member
Desirable
- Experience of working within the NHS
Knowledge
Essential
- Maintain electronic records/information on computer
- Computer literacy including word, excel, outlook, database
Contractual requirements
Essential
- Ability to travel between venues
- Requirement to complete Mandatory Training
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.
