Ward Clerk- Ward

Job Summary

This is a Secondment post until 2nd January 2027. The Ward Administrator provides essential administrative and reception support to ensure the smooth day-to-day running of the ward. As the first point of contact for patients, families, and visitors, the post holder delivers a professional, compassionate service while maintaining confidentiality at all times.

Key responsibilities include managing the ward reception, registering and updating patient details on Cerner, supporting admissions and discharges, arranging appointments and transport, handling enquiries, ordering stock, tracking medical records, and completing general administrative tasks. Working closely with nursing and medical teams, the Ward Administrator helps maintain efficient communication across the ward, supports patient flow, and contributes to a positive patient experience in line with Trust values.

• Act as the first point of contact for patients, relatives, and visitors, providing a professional and compassionate reception service.
• Register, admit, and discharge patients on Cerner and EPRS with a high level of accuracy.
• Handle telephone and written enquiries, passing messages to staff promptly and maintaining confidentiality.
• Book follow-up appointments and arrange patient transport in line with Trust policy.
• Support daily ward operations including photocopying, scanning, filing, updating noticeboards, and managing incoming/outgoing post.
• Order and receive ward stock and equipment, ensuring correct documentation and secure storage.
• Track medical records on iCare and ensure patient notes are complete and up to date.
• Maintain the reception area, update the ward whiteboard, and assist with printing wristbands and uploading FFT responses.
• Liaise with multidisciplinary teams including medical staff, nursing staff, medical secretaries, pharmacy, transport, and external services.
• Provide cover for colleagues during leave, sickness, or busy periods, which may involve working across Trust sites.
• Assist with complaints processes when required, including locating notes and preparing documents.
• Attend mandatory training, complete required system training, and support new staff with onboarding.
• Manage challenging or distressed visitors appropriately and escalate concerns following Trust procedure.

• Raise/cancel orders via telephone to Huntleigh for mattresses, cushions, (hi/low beds).
• Report faulty equipment to Toshiba, clean and put decontamination certificate on it.
• Complete the Capacity documents daily.

Essential

Qualifications and Training

• Good standard of general education (GCSE or equivalent in Maths and English)
• NVQ 3 or equivalent experience and knowledge

Desirable

• Administrative/Secretarial qualifications, e.g. RSA II / RSA III
• Certificate in Office Practice

Essential

Experience

• Knowledge/experience of office procedures and systems.
• Good knowledge and experience of IT systems including Word, Excel, databases and ability to produce high quality documentation.
• Experience on the iCare System and Electronic Discharge Summaries System

Desirable

• Healthcare experience
• Experience working in a similar role

Essential

Knowledge,

Skills and Abilities

• Basic understanding of practical Data Protection issues
• Good interpersonal, influencing and negotiating skills
• Ability to work effectively alone and as part of a team

Personal Qualities

• Present a professional image at all times
• Ability to work in a stressful/busy environment

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.

Employer name:
Lewisham and Greenwich NHS Trust

Address:
Queen Elizabeth Hospital, Woolwich, London SE18 4QH