Job summary
We have an exciting opportunity for a Ward Clerk to join our Inpatient & Day Programme Teams in Vincent Square Eating Disorder Service based in SKC Site.
The Eating Disorder Service offers a range of specialist services to women, men, children, and young people who are suffering from anorexia nervosa, bulimia nervosa, and other eating disorders. The service provides a wide range of treatments, including assessment and community, outpatient therapy, intensive care pathways, day programme services, and inpatient care across different sites.
We are looking for an enthusiastic and motivated Ward Clerk to provide important administrative and customer service to ensure the smooth running of our very busy and dynamic team. The role comes with a variety of responsibilities, providing support to the clinical team, service users, patients, and carers who attend the service.
The EDS team is strong, supportive and has excellent structures to offer regular supervision. This is a great opportunity to join our team to support the delivery of high-quality EDS for North West London. We are looking for exceptional individuals with the right attitude, skills, and knowledge who share our passion to deliver the best quality care experience for patients and their families.
This post is highly suitable for an applicant who is working at a similar grade in the NHS or for those currently working in a non-NHS setting with aspirations to enter into Health Service administration.
Main duties of the job
The post holder will work on-site, providing comprehensive administrative support to ensure the EDS Team delivers high-quality services effectively. A clear understanding of team objectives and the ability to support colleagues efficiently is essential.
Key responsibilities include:
- Acting as the first point of contact for patients and families/carers, demonstrating excellent communication skills.
- Collaborating with corporate and clinical teams across CNWL and external partners.
- Using strong IT skills, including Microsoft Office and the Electronic Patient Record System.
Administrative duties:
- Managing referrals on SystmOne.
- Communicating with patients and consented relatives/friends.
- Handling queries and directing appropriately.
- Preparing Ward Rounds, CPA templates, Teams links, and letters.
- Minute taking, booking taxis/interpreters, and managing mail/parcels.
- Supporting admin inductions, ordering stationery, and reporting cleaning, porter services, and repairs via relevant teams.
- Assisting with other processes to maintain smooth operations.
The role requires initiative, independence, and the ability to prioritise workloads while meeting deadlines. Discretion, sound judgement, and critical thinking are key to success.
The post is based at VSEDS Inpatient Ward, in London,. In addition, the post holder will provide cross-cover for the VSEDS Admin Team during periods of staff absence within the department, as and when required.
About us
In return, we are offering the opportunity to work in a supportive and friendly environment, where supervision and performance reviews/appraisals form part of our ongoing development of staff.
CNWL is committed to progressing and supporting its staff with career development and training, ensuring staff health and well-being, and job satisfaction.
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. "Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."
As such, if you don't meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Job description
Job responsibilities
As an NHS Trust, we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues, and, of course, patients and service users when working in our healthcare settings.
Key Responsibilities
1. Site Management
- To take responsibility for maintaining their own office in line with service needs.
- To liaise with QTS team and competently use systems, such as reporting the need for repairs to the building and equipment accordingly and liaise with the Ward Manager if escalation is required.
- To liaise with domestic staff when necessary to ensure the premises are kept clean and to report any problems to the Ward Manager.
- To ensure that the scanning tray for patients documents are emptied regularly by scanning and saving on SystmOne at the end of the day to securely keep our documents in line with Trust policies.
- To provide a welcoming and efficient reception service to all visitors and contractors.
- To help with the preparation of the physical space for visitors.
2. Systems Management
- To be able to complete Subject Access Requests (SAR) from patients/families/legal teams and accurately record them on SystmOne in line with trust policy.
- To be able to report any incidents to line managers and input the incident report via Datix.
- To act as a Nominated First Aider, Nominated Officer for Fire Safety or Health and Safety Representative, dependent on need and distribution of duties within the clinical administration team.
- To input accurate stock orders, requests made by the clinical team, onto SBS, as well as place orders for stationery and other office items.
- To assist the Ward Manager and Admin Manager in the completion of monthly health and safety audits and any required follow-up actions, like environmental checks.
- To competently use computer systems to book patient transport (HATS) and interpreters (The Language Shop) with all the correct and relevant details given by the clinical team, if required.
3. Administration
- To maintain reception and waiting areas, ensuring information (posters, leaflets, etc.) is laminated, up to date and relevant.
- To organise and coordinate meetings/events/seminars on behalf of the team, both face-to-face and virtually.
- To collate and regularly distribute papers for meetings, including, but not limited to, Ward Rounds, CPA meetings and MDT Meetings at the request of clinicians
- To add and prepare meetings to the ward diary/calendar and regularly review and update this
- To check the posts/parcels delivery for the inpatient ward at Main Reception and hand over to the clinical team to distribute to the patients.
- To regularly check the clinical stock delivered at Main Reception and liaise with the clinical team to ensure that these have arrived and need to be organised and put in the clinical stock room, so they can cross-check on the items ordered and can be receipted via SBS.
- To provide administrative support to the multidisciplinary team, including preparing for meetings and supporting the care of patients.
- To handle all incoming and outgoing correspondence, including, but not limited to, telephone calls, emails and letters, using judgment and discretion to ensure that items needing urgent attention are brought to the attention of relevant staff.
- To take clear and precise messages dealing with all queries as appropriate in a professional manner.
- To photocopy/scan/print/laminate and distribute information as requested by members of the ward team.
- To prioritise own workload to ensure that deadlines are met and prepare handovers for the team if necessary.
- To scan all patient correspondence and other patient-related information in a timely manner to the correct systems.
- To attend meetings, create an agenda, take and distribute minutes and initiate agreed follow-up action as directed by the ward and admin manager.
- To support in the production of information for professional visits.
- To liaise with other hospitals, departments and healthcare professionals to obtain previous medical records when appropriate.
4. Systems Management & Information Processing
To assist in the local admin induction of new staff and trainees.
To support with following up on/investigating missing orders and invoices
To use the relevant systems to support the admission and discharge process of patients, including, but not limited to, updating the pre-admission patient tracker
To support the admin manager and ward manager in populating and distributing performance reports on inpatient services and activity using Tableau.
To support the administration team in ensuring patient referral and contact data are collected from clinicians regularly.
To ensure that inpatient referrals and basic information data are inputted, updated onto SystmOne and inpatient referrals are monitored regularly.
To ensure that the inpatient referrals are updated, outcome by clinicians, and, once discharged, closed/ended on SystmOne correctly.
To be able to update letter templates and upload to SystmOne in line with Trust Policy and changes within the service. To assist the Ward Manager in managing the inpatient shared folders to ensure all staff can easily access key documents and files
Job description
Job responsibilities
As an NHS Trust, we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues, and, of course, patients and service users when working in our healthcare settings.
Key Responsibilities
1. Site Management
- To take responsibility for maintaining their own office in line with service needs.
- To liaise with QTS team and competently use systems, such as reporting the need for repairs to the building and equipment accordingly and liaise with the Ward Manager if escalation is required.
- To liaise with domestic staff when necessary to ensure the premises are kept clean and to report any problems to the Ward Manager.
- To ensure that the scanning tray for patients documents are emptied regularly by scanning and saving on SystmOne at the end of the day to securely keep our documents in line with Trust policies.
- To provide a welcoming and efficient reception service to all visitors and contractors.
- To help with the preparation of the physical space for visitors.
2. Systems Management
- To be able to complete Subject Access Requests (SAR) from patients/families/legal teams and accurately record them on SystmOne in line with trust policy.
- To be able to report any incidents to line managers and input the incident report via Datix.
- To act as a Nominated First Aider, Nominated Officer for Fire Safety or Health and Safety Representative, dependent on need and distribution of duties within the clinical administration team.
- To input accurate stock orders, requests made by the clinical team, onto SBS, as well as place orders for stationery and other office items.
- To assist the Ward Manager and Admin Manager in the completion of monthly health and safety audits and any required follow-up actions, like environmental checks.
- To competently use computer systems to book patient transport (HATS) and interpreters (The Language Shop) with all the correct and relevant details given by the clinical team, if required.
3. Administration
- To maintain reception and waiting areas, ensuring information (posters, leaflets, etc.) is laminated, up to date and relevant.
- To organise and coordinate meetings/events/seminars on behalf of the team, both face-to-face and virtually.
- To collate and regularly distribute papers for meetings, including, but not limited to, Ward Rounds, CPA meetings and MDT Meetings at the request of clinicians
- To add and prepare meetings to the ward diary/calendar and regularly review and update this
- To check the posts/parcels delivery for the inpatient ward at Main Reception and hand over to the clinical team to distribute to the patients.
- To regularly check the clinical stock delivered at Main Reception and liaise with the clinical team to ensure that these have arrived and need to be organised and put in the clinical stock room, so they can cross-check on the items ordered and can be receipted via SBS.
- To provide administrative support to the multidisciplinary team, including preparing for meetings and supporting the care of patients.
- To handle all incoming and outgoing correspondence, including, but not limited to, telephone calls, emails and letters, using judgment and discretion to ensure that items needing urgent attention are brought to the attention of relevant staff.
- To take clear and precise messages dealing with all queries as appropriate in a professional manner.
- To photocopy/scan/print/laminate and distribute information as requested by members of the ward team.
- To prioritise own workload to ensure that deadlines are met and prepare handovers for the team if necessary.
- To scan all patient correspondence and other patient-related information in a timely manner to the correct systems.
- To attend meetings, create an agenda, take and distribute minutes and initiate agreed follow-up action as directed by the ward and admin manager.
- To support in the production of information for professional visits.
- To liaise with other hospitals, departments and healthcare professionals to obtain previous medical records when appropriate.
4. Systems Management & Information Processing
To assist in the local admin induction of new staff and trainees.
To support with following up on/investigating missing orders and invoices
To use the relevant systems to support the admission and discharge process of patients, including, but not limited to, updating the pre-admission patient tracker
To support the admin manager and ward manager in populating and distributing performance reports on inpatient services and activity using Tableau.
To support the administration team in ensuring patient referral and contact data are collected from clinicians regularly.
To ensure that inpatient referrals and basic information data are inputted, updated onto SystmOne and inpatient referrals are monitored regularly.
To ensure that the inpatient referrals are updated, outcome by clinicians, and, once discharged, closed/ended on SystmOne correctly.
To be able to update letter templates and upload to SystmOne in line with Trust Policy and changes within the service. To assist the Ward Manager in managing the inpatient shared folders to ensure all staff can easily access key documents and files
Person Specification
Education and Qualifications
Essential
- GCSE Maths & English (Grade C or above) or equivalent
Desirable
- Educated to Diploma level or NVQ Level 3
- Administration and IT Skills Qualifications
Experience
Essential
- Demonstrable previous administrative experience
- Experience of working as part of a team
- Experience of working in NHS or similar environment with day to day contact with both professionals and members of the general public
- Experience working in a Ward/Mental Health Ward
Desirable
- Experience of working in a mental health setting such as CAMHS or EDS
- Experience of processing complex referrals
Skills and Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Outlook Diary with ability to create and manage Excel spreadsheets
- Effective Communication skills
- Digital Intelligence
- Multi-tasking and Time management
- Able to take and summarise minutes
- Good organisational skills and ability to work on own initiative
- Teamwork
Desirable
- Knowledge of medical terminology
- Ability to develop and implement systems and processes to increase service efficiency
- Knowledge of processing clinical and non-clinical orders (SBS)
- Knowledge of booking transport (HATS) and language interpreters
- Knowledge of reporting incidents (Datix)
- Awareness and knowledge of Health and Safety regulations
- Knowledge of GDPR, Data Protection Act, Confidentiality
Attitude, Aptitude and Personal Characteristics
Essential
- Able to treat service users with respect and dignity at all times, with a culturally sensitive approach
- An enthusiastic, flexible and confident approach to working
- Able to work on own initiative and as part of a team
- Able to prioritise own workload and also help/support others
- Able to build constructive relationships with warmth and empathy, using good communication skills
- Willingness and ability to learn new skills and adapt to change
- Able to maintain professionalism in an often emotionally challenging environment
- Actively engages in supervision and professional development opportunities
Other
Essential
- Sickness (or attendance) record that is acceptable to the Trust
- Declared medically fit by the Occupational Health department to perform the duties of the post
- The post holder must have the ability to understand, implement and promote the Equal Opportunities Policy at a level appropriate to the job
- Understands and can apply confidentiality and information sharing policy and procedure
- Right to work in UK and will not need sponsorship visa
Person Specification
Education and Qualifications
Essential
- GCSE Maths & English (Grade C or above) or equivalent
Desirable
- Educated to Diploma level or NVQ Level 3
- Administration and IT Skills Qualifications
Experience
Essential
- Demonstrable previous administrative experience
- Experience of working as part of a team
- Experience of working in NHS or similar environment with day to day contact with both professionals and members of the general public
- Experience working in a Ward/Mental Health Ward
Desirable
- Experience of working in a mental health setting such as CAMHS or EDS
- Experience of processing complex referrals
Skills and Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Outlook Diary with ability to create and manage Excel spreadsheets
- Effective Communication skills
- Digital Intelligence
- Multi-tasking and Time management
- Able to take and summarise minutes
- Good organisational skills and ability to work on own initiative
- Teamwork
Desirable
- Knowledge of medical terminology
- Ability to develop and implement systems and processes to increase service efficiency
- Knowledge of processing clinical and non-clinical orders (SBS)
- Knowledge of booking transport (HATS) and language interpreters
- Knowledge of reporting incidents (Datix)
- Awareness and knowledge of Health and Safety regulations
- Knowledge of GDPR, Data Protection Act, Confidentiality
Attitude, Aptitude and Personal Characteristics
Essential
- Able to treat service users with respect and dignity at all times, with a culturally sensitive approach
- An enthusiastic, flexible and confident approach to working
- Able to work on own initiative and as part of a team
- Able to prioritise own workload and also help/support others
- Able to build constructive relationships with warmth and empathy, using good communication skills
- Willingness and ability to learn new skills and adapt to change
- Able to maintain professionalism in an often emotionally challenging environment
- Actively engages in supervision and professional development opportunities
Other
Essential
- Sickness (or attendance) record that is acceptable to the Trust
- Declared medically fit by the Occupational Health department to perform the duties of the post
- The post holder must have the ability to understand, implement and promote the Equal Opportunities Policy at a level appropriate to the job
- Understands and can apply confidentiality and information sharing policy and procedure
- Right to work in UK and will not need sponsorship visa
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).
Employer details
Employer name
Central and North West London NHS Foundation Trust
Address
Vincent Square Eating Disorders Service, Inpatient Ward, Ground Floor, South Kensington & Chelsea Mental Health Centre
1 Nightingale Place
London
SW10 9NG
Employer's website
https://www.cnwl.nhs.uk/work (Opens in a new tab)
