Patient Coordinator​/Ward Clerk

Great Western Hospitals NHS Foundation Trust

The closing date is 02 February 2026

This role is offered on a part time basis of 18.75 hours per week, this means that candidates interested in working part time are encouraged to apply and will receive a salary on a pro rata basis.

The Ward Clerk provides essential administrative and reception support to ensure smooth patient flow within the ward. This role involves managing patient records, updating electronic systems, booking appointments, and coordinating discharge processes. Key responsibilities include answering calls, greeting visitors, maintaining case notes, handling correspondence, and supporting ward staff with accurate data entry and documentation.

The position requires strong communication skills to interact effectively with patients, relatives, and healthcare professionals, as well as the ability to work independently and manage multiple tasks under pressure.

The ideal candidate will demonstrate excellent IT and administrative skills, a good telephone manner, and the ability to handle sensitive information confidentially.

• Act as the first point of contact at the ward reception for patients, visitors, and staff.
• Answer telephone calls, manage queries, transfer calls, and take messages.
• Maintain accurate patient administration systems, including admissions, discharges, transfers, and referrals.
• Manage and file patient case notes and liaise with health records.
• Keep admission and discharge books and daily ward lists up to date.
• Welcome visitors and provide ward information leaflets.
• Handle patient property and valuables, including liaising with Bereavement Services and Security.
• Sort and distribute correspondence and post within the ward.
• Maintain the notes trolley and ensure it is stocked and clean for ward rounds.
• Report maintenance issues to the Trust's works department.
• Attend ward meetings and take minutes when required.
• Book patient transport for discharge and ensure criteria are met.
• Request follow-up appointments and ensure discharge summaries are completed within 24 hours.
• Participate in daily whiteboard meetings and update patient data regularly.
• Order stock and manage supplies according to Trust finance procedures.
• Handle sensitive information confidentially and assist distressed service users calmly.
• Cover other wards or areas as needed and undertake any other duties appropriate to the grade.

Our STAR values - Service, Teamwork, Ambition and Respect - are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.

The Ward Clerk provides administrative and reception support to ensure efficient patient flow and smooth operation of the ward. This includes managing patient records, updating electronic systems, coordinating discharge processes, and supporting clinical teams. Please see attached the full job description.

• Educated to GCSE level in English and Maths or overseas equivalent grade D or above
• RSA or equivalent is Typing.
• NVQ level 2 in Customer Services / Business Administration / Team Leading
• ECDL or equivalent.

• Recent experience in customer focused environment.
• Working to tight deadlines and managing conflicting priorities.
• Working knowledge of data protection and confidentiality.
• In-depth IT and Amin skills
• Working knowledge of data protection and confidentiality.
• Knowledge of Medical Terminology.
• To have previously work in a medical, health or social care 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 (formerly known as CRB) to check for any previous criminal convictions.

Great Western Hospitals NHS Foundation Trust