South West London and St Georges Mental Health NHS Trust

Ward Clerk (Ward 2)

The closing date is 02 September 2025

Job summary

Ward 2 is a 18-bed mixed gender, adult inpatient mental health ward. We provide an inpatient service, including assessment and/or treatment, for people who are in the acute phase of their mental health problems. Our patients have a variety of complex needs including bipolar affective disorder, paranoid schizophrenia, psychotic episodes, depression and personality disorder. The service is open to referrals and admissions 24hours a day 365 days a year.

The team includes dedicated mental health professionals compromised of mental health nurses, health care assistants, an occupational therapist and an activity co-ordinator as well as psychiatrists. The team has a culture of supporting new and existing staff, seeking to establish in them a solid foundation of knowledge of acute mental health treatment, as well as an understanding of what it takes to fulfil this role safely. The Trust is committed to ensure every practitioner participates in clinical supervision and has a programme of development.

Our team is dynamic and rolls with adversity, if you are able to think abstractly, problem solve effectively and manage your time appropriately you would be a welcome addition to our team. If you are you caring, compassionate and committed to making a difference in the lives of others, then this is an exciting opportunity to consider. We are looking for talented and motivated people to join our team in an exciting opportunity as a Band 3 Ward administrator.

Main duties of the job

Candidates should demonstrate some experience providing clerical work either on a professional or informal basis. You will receive ongoing support from your peers, ward/team manager and matron. You will also receive individual supervision as well as support in reflective practice groups.

As an administrator, you will be.

  • The post holder will be a key member of the multidisciplinary team and will be responsible for the day-to-day clerical support to individual team members.
  • The post holder will assist in the maintenance of an office management system, which provides effective communication to team members and others as appropriate.
  • The post holder will be encouraged to engage with the patients and getting involved with meal times and other activities on the ward.
  • The post holder will often be the first point of contact for members of the general public and referrers who wish to make enquiries. It is an essential requirement of the post that the post holder courteously provides information and deals with enquiries.

About us

We are Proud to Belong at South West London and St George's Mental Health NHS Trust.

We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.

This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.

We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.

We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive.

About our locations:

Springfield University Hospital, Tooting

Our largest, 19-ward site is in Springfield Village, created following our £150m investment into two new world class mental health facilities. A 32-acre public park, shops and cafes are coming soon. Close to shops, cafes and Tooting Bec on the Northern Line plus Earlsfield and Tooting rail stations and bus routes.

Details

Date posted

19 August 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£12,218 to £12,882 a year per annum inclusive of Inner London HCAs

Contract

Fixed term

Duration

6 months

Working pattern

Part-time

Reference number

294-AAUC-7363854-FZ-A

Job locations

Springfield University Hospital

Tooting

SW17 7DJ


Job description

Job responsibilities

Administrative and Secretarial

To be responsible for the preparation of ward rounds, to arrange and confirm patients meeting dates, type up and circulate outcomes.

To ensure that all correspondence and documents are accurately and efficiently typed and dispatched, according to priority.

To answer telephone calls from patients, relatives, health professionals and other bodies sensitively and politely, ensuring all messages are passed to the appropriate person in a timely and effective manner.

To format articles to ensure they are presented appropriately for submission to journals.

To greet patients, relatives and visitors with patience and sensitivity, assisting them as appropriate.

To photocopy and fax information, distributing and filing as appropriate.

To sort incoming mail, date stamp and distribute as appropriate.

To extract information for third parties as appropriate.

To take notes at community and staff meetings type up and circulate.

To attend all relevant weekly meetings, ensuring that matters discussed are recorded and actioned appropriately, and that lists are updated and issued promptly.

To contribute to the development and maintenance of administrative procedures.

Ward Based Duties

To arrange appointments for patients to attend x-ray, physiotherapy and other hospital departments as necessary.

To arrange transport, as necessary, for patients in consultation with nursing staff.

To collect and deliver mail to and from the main administration office daily.

To refer all memos, letters, pathology and x-ray reports plus photocopies of section papers to nursing staff.

To be responsible for monitoring stock levels and ordering hardware, linen, crockery, as well as stationery and line supplies.

To receive and check goods delivered to ward.

To report to the Estates Department for maintenance items and Sodexho helpdesk, log accordingly and follow-up on outstanding actions.

To be responsible with the Team Leaders for monitoring the state of repair of the unit for the submission of building/works requisitions and for the regular checking of the progress and keeping the Health & Safety Records Book up to date.

Job description

Job responsibilities

Administrative and Secretarial

To be responsible for the preparation of ward rounds, to arrange and confirm patients meeting dates, type up and circulate outcomes.

To ensure that all correspondence and documents are accurately and efficiently typed and dispatched, according to priority.

To answer telephone calls from patients, relatives, health professionals and other bodies sensitively and politely, ensuring all messages are passed to the appropriate person in a timely and effective manner.

To format articles to ensure they are presented appropriately for submission to journals.

To greet patients, relatives and visitors with patience and sensitivity, assisting them as appropriate.

To photocopy and fax information, distributing and filing as appropriate.

To sort incoming mail, date stamp and distribute as appropriate.

To extract information for third parties as appropriate.

To take notes at community and staff meetings type up and circulate.

To attend all relevant weekly meetings, ensuring that matters discussed are recorded and actioned appropriately, and that lists are updated and issued promptly.

To contribute to the development and maintenance of administrative procedures.

Ward Based Duties

To arrange appointments for patients to attend x-ray, physiotherapy and other hospital departments as necessary.

To arrange transport, as necessary, for patients in consultation with nursing staff.

To collect and deliver mail to and from the main administration office daily.

To refer all memos, letters, pathology and x-ray reports plus photocopies of section papers to nursing staff.

To be responsible for monitoring stock levels and ordering hardware, linen, crockery, as well as stationery and line supplies.

To receive and check goods delivered to ward.

To report to the Estates Department for maintenance items and Sodexho helpdesk, log accordingly and follow-up on outstanding actions.

To be responsible with the Team Leaders for monitoring the state of repair of the unit for the submission of building/works requisitions and for the regular checking of the progress and keeping the Health & Safety Records Book up to date.

Person Specification

Training & Qualifications

Essential

  • oNVQ Business Administration level 2 or 3 or willingness to work towards
  • oGCSE English or equivalent

Desirable

  • oNVQ Business Administration level 2 or 3

Experience

Essential

  • oExperience of working within a multi-disciplinary team
  • oFront line customer service experience
  • oDemonstrable experience of administrative & secretarial work

Desirable

  • oPrevious experience in a Health Care setting
  • oExperience of community working
  • oExperience of handling telephone calls from distressed individuals
  • oExperience of using a clinical management information system database
Person Specification

Training & Qualifications

Essential

  • oNVQ Business Administration level 2 or 3 or willingness to work towards
  • oGCSE English or equivalent

Desirable

  • oNVQ Business Administration level 2 or 3

Experience

Essential

  • oExperience of working within a multi-disciplinary team
  • oFront line customer service experience
  • oDemonstrable experience of administrative & secretarial work

Desirable

  • oPrevious experience in a Health Care setting
  • oExperience of community working
  • oExperience of handling telephone calls from distressed individuals
  • oExperience of using a clinical management information system database

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

South West London and St Georges Mental Health NHS Trust

Address

Springfield University Hospital

Tooting

SW17 7DJ


Employer's website

https://www.swlstg.nhs.uk/ (Opens in a new tab)


Employer details

Employer name

South West London and St Georges Mental Health NHS Trust

Address

Springfield University Hospital

Tooting

SW17 7DJ


Employer's website

https://www.swlstg.nhs.uk/ (Opens in a new tab)


Employer contact details

For questions about the job, contact:

Ward Manager

Augar Ndlovu

augar.ndlovu@swlstg.nhs.uk

Details

Date posted

19 August 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£12,218 to £12,882 a year per annum inclusive of Inner London HCAs

Contract

Fixed term

Duration

6 months

Working pattern

Part-time

Reference number

294-AAUC-7363854-FZ-A

Job locations

Springfield University Hospital

Tooting

SW17 7DJ


Supporting documents

Privacy notice

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