Job summary
Ward Clerk
Division: Corporate
Care Group: Operational Directorate
Band: 2
Salary: £24,465 per annum/pro rata
Interview Date: to be confirmed
We are recruiting for a Ward Clerk who shares our ambition and vision to deliver the Best of Care by the Best People and has the drive to take us forward, by ensuring that the Trust continues to be the first choice for patients and our staff.
Main duties of the job
A great opportunity has arisen for a motivated and organised Ward Clerk to join our SMART Virtual Team, supporting the delivery of safe, efficient, technology-enabled patient care.
You will provide essential administrative support, including admitting and discharging patients on digital systems, maintaining accurate electronic records, coordinating patient information, and acting as a key point of contact for patients, families, and partner services. Strong communication skills, attention to detail, and confidence working in a fast-paced digital environment are essential. Full training will be provided.
Key Duties
-
Support daily Virtual Ward operations.
-
Register, admit, and discharge patients on virtual-care systems.
-
Update electronic records and coordinate follow-up actions.
-
Arrange patient transport when required.
-
Manage telephone and digital enquiries.
-
Provide a friendly first point of contact for patients and families.
We are looking for someone reliable, patient-centred, and committed to high-quality virtual care.
Our Trust values--Bold, Every Person Counts, Sharing and Open, Together--are central to how we work, and we expect all colleagues to reflect these in their role. We are committed to diversity, inclusion, and fair recruitment for all applicants.
About us
Do you have the ambition and vision to deliver our mission of theBest of Care by the Best of People providing excellent care, every time?
Here at Medway, we pride ourselves on working together as one to ensure that our shared vision is achieved for our patients.
As a key partner in the healthcare of our local population, we are keen to deliver this as an outcome of our Trust-wide strategy - Patient First. Using an Operational Excellence approach to align our priorities and operational management structures, we are just over a year and half into our Patient First deployment. We are looking for creative, skilled people to join our Transformation Team and further support us on this journey.
Our culture and values define us here at Medway NHS Foundation Trust and are the heartbeat of who we are as an organisation.
Our BEST values underpin Patient First and are at the core of the care we give to our patients, the support we offer to our staff and our overall leadership approach:
B - Bold
E - Every person counts
S - Sharing and open
T - Together
Our Trust is a great choice for people who want to develop their career in an ambitious and dynamic environment; our employees are able to choose the coverage and supplemental benefits that best fit their needs and those of their families. This includes the promotion of flexible working opportunities across the Trust.
Job description
Job responsibilities
Job Purpose
The post holder will provide administrative support to the SMART Virtual Team, ensuring smooth, efficient, and safe operation of virtualcare pathways. This role supports clinicians by maintaining accurate digital records, coordinating patient information, and acting as a key point of contact for patients, families, and partner services.
Key Responsibilities
Virtual Patient Administration
- Admit, discharge, and transfer patients onto the Virtual Ward and Bed Management systems.
- Review EDNs as required and ensure all patient details are accurate and up to date on OASIS/PAS and other digital platforms.
- Update virtual bed occupancy information to support nursing and clinical decisionmaking.
- Collect and record demographic, ethnic, and religious data in line with Trust requirements.
- Provide accurate, timely updates for the daily service SITREP, ensuring clear visibility of performance and operational status.
Digital Records & Documentation
- Receive, audit, and maintain patient casenotes (digital and physical), ensuring availability for virtual ward rounds and clinical reviews.
- File, update, and maintain patient records, ensuring accuracy of front sheets and documentation.
- Prepare digital documentation for clinical teams, including EDNs, GP notifications, and followup information.
- Ensure all information is correctly entered into admission logs and crossreference systems.
Clinical Support Administration
- Support prescription processing by coordinating with Pharmacy when required.
- Arrange outpatient appointments, followup bookings, and virtual consultations as directed.
- Arrange ambulance or patient transport where authorised.
Communication & Customer Service
- Act as the first point of contact for telephone enquiries from patients, relatives, GPs, and external agencies, responding with courtesy and professionalism.
- Relay messages accurately to clinical and administrative staff.
- Support patients and families with general enquiries throughout their virtualward stay.
- Liaise with internal departments, community teams, GP surgeries, Social Services, and other hospitals as required.
Operational & Administrative Support
- Order and maintain stationery and administrative supplies for the Virtual Ward team.
- Complete routine maintenance requests for Estates as required.
- Photocopy, scan, and send documentation in line with Trust policies.
- Provide cover for colleagues during periods of annual leave or sickness.
- Ensure all mandatory training is up to date and adhere to all Trust policies and procedures.
- Undertake any other duties as directed by the Line Manager, Senior Nurse, or Management Team.
Job description
Job responsibilities
Job Purpose
The post holder will provide administrative support to the SMART Virtual Team, ensuring smooth, efficient, and safe operation of virtualcare pathways. This role supports clinicians by maintaining accurate digital records, coordinating patient information, and acting as a key point of contact for patients, families, and partner services.
Key Responsibilities
Virtual Patient Administration
- Admit, discharge, and transfer patients onto the Virtual Ward and Bed Management systems.
- Review EDNs as required and ensure all patient details are accurate and up to date on OASIS/PAS and other digital platforms.
- Update virtual bed occupancy information to support nursing and clinical decisionmaking.
- Collect and record demographic, ethnic, and religious data in line with Trust requirements.
- Provide accurate, timely updates for the daily service SITREP, ensuring clear visibility of performance and operational status.
Digital Records & Documentation
- Receive, audit, and maintain patient casenotes (digital and physical), ensuring availability for virtual ward rounds and clinical reviews.
- File, update, and maintain patient records, ensuring accuracy of front sheets and documentation.
- Prepare digital documentation for clinical teams, including EDNs, GP notifications, and followup information.
- Ensure all information is correctly entered into admission logs and crossreference systems.
Clinical Support Administration
- Support prescription processing by coordinating with Pharmacy when required.
- Arrange outpatient appointments, followup bookings, and virtual consultations as directed.
- Arrange ambulance or patient transport where authorised.
Communication & Customer Service
- Act as the first point of contact for telephone enquiries from patients, relatives, GPs, and external agencies, responding with courtesy and professionalism.
- Relay messages accurately to clinical and administrative staff.
- Support patients and families with general enquiries throughout their virtualward stay.
- Liaise with internal departments, community teams, GP surgeries, Social Services, and other hospitals as required.
Operational & Administrative Support
- Order and maintain stationery and administrative supplies for the Virtual Ward team.
- Complete routine maintenance requests for Estates as required.
- Photocopy, scan, and send documentation in line with Trust policies.
- Provide cover for colleagues during periods of annual leave or sickness.
- Ensure all mandatory training is up to date and adhere to all Trust policies and procedures.
- Undertake any other duties as directed by the Line Manager, Senior Nurse, or Management Team.
Person Specification
Qualifications
Essential
- Educated to GCSE level including English or equivalent qualification/experience
Skills
Essential
- Excellent communication skills - written and verbal
- Excellent interpersonal skills, with the ability to work across the organisation liaising with different levels of personnel
- Good organisational skills, self-motivation, drive for performance and improvement, reliable and flexible in approach and attitude
- Computer literate including ability to use Microsoft packages such as Excel
Other Attributes
Essential
- Ability to empathise with patients and carers and to provide a caring environment to aid communication
- Ability to work on own initiative and to work within a team
- Maintenance of patient confidentiality at all times
- Strong sense of commitment to openness, honesty and integrity in undertaking the role
- Attention to detail
- Flexible and adaptable to change to meet the needs of the service
Values
Essential
- Exhibits behaviours in line with Trust Values: BEST
Person Specification
Qualifications
Essential
- Educated to GCSE level including English or equivalent qualification/experience
Skills
Essential
- Excellent communication skills - written and verbal
- Excellent interpersonal skills, with the ability to work across the organisation liaising with different levels of personnel
- Good organisational skills, self-motivation, drive for performance and improvement, reliable and flexible in approach and attitude
- Computer literate including ability to use Microsoft packages such as Excel
Other Attributes
Essential
- Ability to empathise with patients and carers and to provide a caring environment to aid communication
- Ability to work on own initiative and to work within a team
- Maintenance of patient confidentiality at all times
- Strong sense of commitment to openness, honesty and integrity in undertaking the role
- Attention to detail
- Flexible and adaptable to change to meet the needs of the service
Values
Essential
- Exhibits behaviours in line with Trust Values: BEST
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
