Job summary
The Ward Clerk will undertake clerical work, necessary in the efficient running of the Ward and day surgery unit, and will need to work without supervision, using their own initiative when dealing with enquires that arise. The post also demands the ability to communicate at all levels with patients, relatives and medical colleagues to maintain a high standard of service to meet the needs of the patients.
Main duties of the job
1. To provide support regarding communication for staff within the Trust and with patients / relatives, to facilitate a successful outcome of all enquires.
2. To keep a full record of patients admitted and discharged, i.e. Hospital Number, follow-up appointment, movement of notes, and patient information. Updating IT systems for admission and discharge of patient's
3. Duties to include but not exhaustive:-
a) To update IT systems: to include, admissions, discharges, updating of patient details (correct address, GP details, next of kin).
b) To ensure that the patient is admitted under the correct Consultant.
c) To file admission packs for new patients in accordance with admission pack filing notes.
d) To ensure notes are ready for admission to theatres, also ensuring that there are all necessary documentation and labels for all theatre patients
e) To make follow up appointments for discharged patients.
f) To file discharge episode in accordance with discharge filing notes.
g) To continually monitor IT systems throughout the working day for any changes in patient's status.
4. To support Ward staff in dealing with telephone enquiries
5. To sort and distribute mail, re-addressing discharged patients' mail.
6. Report any faults/work required or faulty equipment to facilities help desk and clinical engineering.
7. To induct / train new members of staff.
8. Carry out any reasonable requests made by the Ward Manager and Ward staff.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. It is an exciting time at the Luton and Dunstable University Hospital as maternity, neonatal, critical care and theatre services will be moving to the brand new Acute Services Block (ASB) and New Ward Block in Autumn 2025. Care will be delivered in modern, uplifting and fit for purpose environments and will enhance the patient experience. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required. Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.
Job description
Job responsibilities
See Job Description for full list.
1. To provide support regarding communication for staff within the Trust and with patients / relatives, to facilitate a successful outcome of all enquires.
2. To keep a full record of patients admitted and discharged, i.e. Hospital Number, follow-up appointment, movement of notes, and patient information. Updating IT systems for admission and discharge of patients
3. Duties to include but not exhaustive:-
a) To update IT systems: to include, admissions, discharges, updating of patient details (correct address, GP details, next of kin).
b) To ensure that the patient is admitted under the correct Consultant.
c) To file admission packs for new patients in accordance with admission pack filing notes.
d) To ensure notes are ready for admission to theatres, also ensuring that there are all necessary documentation and labels for all theatre patients
e) To make follow up appointments for discharged patients.
f) To file discharge episode in accordance with discharge filing notes.
g) To continually monitor IT systems throughout the working day for any changes in patients status.
4. To support Ward staff in dealing with telephone enquiries
5. To sort and distribute mail, re-addressing discharged patients' mail.
6. Report any faults/work required or faulty equipment to facilities help desk and clinical engineering.
7. To induct / train new members of staff.
8. Carry out any reasonable requests made by the Ward Manager and Ward staff.
Job description
Job responsibilities
See Job Description for full list.
1. To provide support regarding communication for staff within the Trust and with patients / relatives, to facilitate a successful outcome of all enquires.
2. To keep a full record of patients admitted and discharged, i.e. Hospital Number, follow-up appointment, movement of notes, and patient information. Updating IT systems for admission and discharge of patients
3. Duties to include but not exhaustive:-
a) To update IT systems: to include, admissions, discharges, updating of patient details (correct address, GP details, next of kin).
b) To ensure that the patient is admitted under the correct Consultant.
c) To file admission packs for new patients in accordance with admission pack filing notes.
d) To ensure notes are ready for admission to theatres, also ensuring that there are all necessary documentation and labels for all theatre patients
e) To make follow up appointments for discharged patients.
f) To file discharge episode in accordance with discharge filing notes.
g) To continually monitor IT systems throughout the working day for any changes in patients status.
4. To support Ward staff in dealing with telephone enquiries
5. To sort and distribute mail, re-addressing discharged patients' mail.
6. Report any faults/work required or faulty equipment to facilities help desk and clinical engineering.
7. To induct / train new members of staff.
8. Carry out any reasonable requests made by the Ward Manager and Ward staff.
Person Specification
Qualificiations
Essential
Desirable
- Customer service/care certificate
Experience
Essential
- Previous administrative roles
- Comfortable with the use of computers to enable use of email, Word, Excel and databases
Desirable
- Previous experience using NHS software
Communication
Essential
- Able to communicate clearly with a wide range of people including: consultants, junior doctors, nurses, patients and relatives
- Excellent written skills
Desirable
- Able to de-escalate tense situations
Personal Skills
Essential
- Ability to meet deadlines
- Good organizational skills
- Good team player
- Well presented
Desirable
- Calm under pressure
- Empathy
Person Specification
Qualificiations
Essential
Desirable
- Customer service/care certificate
Experience
Essential
- Previous administrative roles
- Comfortable with the use of computers to enable use of email, Word, Excel and databases
Desirable
- Previous experience using NHS software
Communication
Essential
- Able to communicate clearly with a wide range of people including: consultants, junior doctors, nurses, patients and relatives
- Excellent written skills
Desirable
- Able to de-escalate tense situations
Personal Skills
Essential
- Ability to meet deadlines
- Good organizational skills
- Good team player
- Well presented
Desirable
- Calm under pressure
- Empathy
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).
