Ward Clerk

Job Title: Ward Clerk 

Location: Western Community Hospital S016 4XE

Trust: Hampshire & Isle of Wight Healthcare NHS FT

Payrate: Band 3, £14.05 per hour

Shift Patterns: Monday - Friday 8:00am - 4:00pm (37.5 hours per week)

Duration: Start: 27th July, 2026, End date: 30th September, 2026

The Ward Clerk plays a key role in supporting the safe, effective and efficient running of Primrose Ward, an Older People’s Mental Health inpatient service. The post holder provides high quality administrative and organisational support to the Ward Manager, Clinical Lead Nurse, Matron and wider multidisciplinary team, ensuring that clinical staff are able to focus on delivering compassionate patient care.

They are responsible for maintaining accurate patient and staff information, coordinating ward activity, supporting professional meetings, and ensuring that essential documentation, communication and operational processes are completed in line with Trust policies. As the first point of contact for patients, families and external professionals, the Ward Clerk helps to create a welcoming, responsive and well organised ward environment.

Key Responsibilities:

• Liaise with colleagues, patients, families and external professionals to provide and gather information, ensuring complex or sensitive matters are communicated clearly, accurately and confidentially.
• Attend ward, CPA and professional meetings as required, preparing agendas, taking accurate minutes and ensuring timely distribution of actions and documentation.
• Work effectively to deadlines, producing high quality administrative work and maintaining consistent attention to detail.
• Provide full e Roster administration support, including updating shifts, monitoring safer staffing levels, processing sickness, annual leave and training information, and escalating gaps appropriately.
• Maintain accurate patient records on RiO, ensuring correct demographics, validation, spine synchronisation and timely uploading of clinical documentation.
• Provide NHSP administrative support, including checking completed shifts, authorising timesheets and coordinating temporary staffing requests.
• Manage telephone enquiries, emails and written communication on behalf of the Ward Manager, ensuring prompt and professional responses.
• Create, organise and maintain electronic and paper filing systems, staff personal files and ward documentation in line with governance standards.
• Support the Ward Manager, Matron and senior clinical staff with administrative tasks, meeting preparation and follow up actions.
• Ensure compliance with required audits, reports, data collection and key performance indicators, including the Mental Health Minimum Data Set.
• Support admission and discharge pathways, including scanning discharge summaries, updating RiO, coordinating follow up processes and booking patient transport.
• Coordinate appointments, external requests and communication with community teams and partner agencies.

Experience:

• Experience working in an administrative or reception role within a busy, patient facing environment.
• Experience using computer based systems to input, retrieve and manage information accurately.
• Experience organising and prioritising a varied workload, working to deadlines and adapting to changing demands, with consistent attention to detail and high quality presentation.
• Experience handling sensitive or confidential information in line with Data Protection and Caldicott principles.
• Experience producing accurate written documentation such as letters, emails, meeting notes or reports.
• Experience remaining calm, focused and professional when working under pressure or dealing with competing priorities.
• Experience communicating effectively and professionally with a wide range of people, including patients, relatives, staff and external agencies.
• Experience working in a healthcare, mental health or ward based administrative setting.

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities’ organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.

Apply Today

By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

Disclaimer

Please note, you will be contacted by email throughout the recruitment process, so please check your emails, including your junk/spam regularly. We regret we cannot contact everyone who is not selected for an interview, therefore if you do not hear from us within 21 days after submitting your application, please assume you have not been successful on this occasion.