Job summary
The Ward Clerk plays a vital role in supporting the smooth and efficient operation of the Emergency Floor at Worthing Hospital. As the first point of contact for patients, visitors, and staff, the postholder provides high-quality clerical, administrative, and reception support that underpins safe, compassionate, and timely patient care.
Working under the direction of senior colleagues, the Ward Clerk ensures that patient information is accurate and accessible, case notes are managed effectively, appointments are booked in line with Trust and national standards, and communication across the multidisciplinary team is clear and efficient. The role also supports patient flow by coordinating key administrative processes, managing records on Trust systems, and assisting with discharge preparations.
This is a busy and varied role requiring excellent communication skills, strong organisational ability, and a calm, compassionate approach--particularly when working with distressed patients or relatives in a fast-paced clinical environment. The Ward Clerk is an essential part of the Emergency Floor team and contributes to the Trust's "Patient First" mission by helping to deliver excellent care every time.
Main duties of the job
The Ward Clerk plays a key role in ensuring the smooth and efficient running of the Emergency Floor by providing high-quality clerical and administrative support. This includes welcoming and directing patients and visitors, managing telephone enquiries, and ensuring accurate communication across the multidisciplinary team. The role requires maintaining and organising patient case-notes, updating information on systems such as PAS, Sema Helix, and Evolve, and supporting the booking of appointments and planning of patient discharges. A calm, compassionate approach is essential when dealing with distressed patients or relatives, as well as when navigating the fast-paced and sometimes challenging ward environment.
In addition to administrative duties, the Ward Clerk supports patient flow and wider ward efficiency by coordinating documentation, ordering equipment and supplies, and ensuring the timely preparation of notes for admissions and ward attenders. The role also contributes to staff support through e-rostering processes, assisting with daily workload organisation, and collaborating closely with nursing and medical teams. Commitment to learning and development, upholding Trust values, and contributing to the "Patient First" culture are central expectations of the role, reflecting its importance in delivering excellent patient care and supporting a positive, inclusive workplace.
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer abuddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Job description
Job responsibilities
Please note: This role does not meet theminimumcriteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you do not meet the sponsorship requirements, and you are applying using a Graduate visa as your right to work, you must have a minimum of 18 monthsremainingon your visa attimeof application.
Summary of Main Duties
Communication
- Greet and direct patients, visitors, and staff in a professional manner.
- Answer telephone calls promptly, provide non-clinical information, and relay messages to the appropriate team members.
- Handle difficult or sensitive situations calmly and respectfully.
- Liaise with GP surgeries and external agencies to gather patient information.
- Support staff and patients by arranging referral and clinic appointments.
Service Delivery & Administration
- Prioritise and manage daily clerical tasks to support smooth ward operations.
- Prepare, organise, and maintain patient case notes and ensure they are available for admissions and ward attenders.
- Input and update patient information accurately on hospital systems (e.g. Sema Helix, PAS, Evolve, Safer Care).
- Assist with patient discharge processes, including printing summaries, booking transport, and organising documentation.
- Maintain adequate ward supplies and order equipment as required.
- Support outpatient appointment scheduling in line with Trust procedures and national targets.
People Management & Support
- Contribute to staff rostering and workforce planning using erostering processes.
- Demonstrate tasks to other staff when needed and work independently with minimal supervision.
Patient Care Support
- Provide basic non-clinical assistance to patients, such as refreshments or information about ward routines.
- Support bereaved relatives sensitively and provide bereavement information when appropriate.
- Act as fire warden when trained.
Learning & Development
- Participate in mandatory training and personal development activities.
- Engage in appraisal processes and identify areas for ongoing learning.
Job description
Job responsibilities
Please note: This role does not meet theminimumcriteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you do not meet the sponsorship requirements, and you are applying using a Graduate visa as your right to work, you must have a minimum of 18 monthsremainingon your visa attimeof application.
Summary of Main Duties
Communication
- Greet and direct patients, visitors, and staff in a professional manner.
- Answer telephone calls promptly, provide non-clinical information, and relay messages to the appropriate team members.
- Handle difficult or sensitive situations calmly and respectfully.
- Liaise with GP surgeries and external agencies to gather patient information.
- Support staff and patients by arranging referral and clinic appointments.
Service Delivery & Administration
- Prioritise and manage daily clerical tasks to support smooth ward operations.
- Prepare, organise, and maintain patient case notes and ensure they are available for admissions and ward attenders.
- Input and update patient information accurately on hospital systems (e.g. Sema Helix, PAS, Evolve, Safer Care).
- Assist with patient discharge processes, including printing summaries, booking transport, and organising documentation.
- Maintain adequate ward supplies and order equipment as required.
- Support outpatient appointment scheduling in line with Trust procedures and national targets.
People Management & Support
- Contribute to staff rostering and workforce planning using erostering processes.
- Demonstrate tasks to other staff when needed and work independently with minimal supervision.
Patient Care Support
- Provide basic non-clinical assistance to patients, such as refreshments or information about ward routines.
- Support bereaved relatives sensitively and provide bereavement information when appropriate.
- Act as fire warden when trained.
Learning & Development
- Participate in mandatory training and personal development activities.
- Engage in appraisal processes and identify areas for ongoing learning.
Person Specification
Qualification and experience
Essential
- Clerical and administrative experience
- Numeracy and literacy skill
- Knowledge of medical terminology
- Experience dealing with people face-to-face or on the telephone
Desirable
- Understanding of the ward clerk role based on the JD
- Previous NHS experience
Skills and competence
Essential
- Strong interpersonal and communication skills, including excellent telephone manner
- Ability to negotiate with patients (e.g., appointment booking)
- Ability to demonstrate empathy and understanding
- Ability to prioritise and manage conflicting workloads
- Teamworking skills
IT skills
Essential
- IT literacy (Word, Excel, Outlook, Internet)
- Experience using hospital systems (e.g., PAS, Evolve, Sema Helix)
Personal Qualities & Behaviours
Essential
- Ability to communicate with staff at all levels
- Flexible, resilient attitude and able to work independently
- Commitment to safeguarding adults and children
Equality, Diversity and Inclusion
Essential
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role)
Person Specification
Qualification and experience
Essential
- Clerical and administrative experience
- Numeracy and literacy skill
- Knowledge of medical terminology
- Experience dealing with people face-to-face or on the telephone
Desirable
- Understanding of the ward clerk role based on the JD
- Previous NHS experience
Skills and competence
Essential
- Strong interpersonal and communication skills, including excellent telephone manner
- Ability to negotiate with patients (e.g., appointment booking)
- Ability to demonstrate empathy and understanding
- Ability to prioritise and manage conflicting workloads
- Teamworking skills
IT skills
Essential
- IT literacy (Word, Excel, Outlook, Internet)
- Experience using hospital systems (e.g., PAS, Evolve, Sema Helix)
Personal Qualities & Behaviours
Essential
- Ability to communicate with staff at all levels
- Flexible, resilient attitude and able to work independently
- Commitment to safeguarding adults and children
Equality, Diversity and Inclusion
Essential
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role)
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.
