Job summary An exciting opportunity has arisen to join our Maternity administrative team as Ward Clerk. The post will be an agile role, working across both inpatient and outpatient areas within Maternity, to suit the needs of the service. Our Ward Clerks provide 24-hour cover, 7 days a week. This post will involve working 12.5 hour shifts and will include working a mixture of days, nights and weekends. The successful applicant will be professional, flexible, motivated, fully computer literate and understand the importance of maintaining strict confidentiality at all times. Ward Clerks are often the first point of contact with service users and their families; therefore, a smart appearance and calm and positive attitude is imperative to this position. The role involves a varied range of administrative duties, providing crucial clerical support to the clinical midwifery team, ensuring the effective and efficient running of our Maternity Wards and Outpatient areas. Main duties of the job Summary of Post To provide efficient and effective administrative support to the clinical team within Maternity inpatient and outpatient areas, including Central Delivery Suite, Ward 11 and Antenatal Clinic, according to service needs. About us We want to attract the best and brightest people to work with us and that means we will look after you from the moment you apply for a role at the Trust and throughout your career with us. Our staff are central to everything we do, and we believe that investing in you is crucial if we want to enable you to reach your full potential. Date posted 31 January 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year per annum pro rata Contract Permanent Working pattern Part-time Reference number 177-ELEC-6815490 Job locations James Paget Hospital NHS FT Lowestoft Rd Gorleston, Great Yarmouth NR31 6LA Job description Job responsibilities Key duties and responsibilities To provide the first point of contact for the ward, unit or department for all enquiries received from patients relatives/carers, all groups of trust staff and external agencies ensuring the correct management thereof in each particular case Answering the telephone, taking and recording of messages where required; ensuring correct team members are alerted to any action required To record, on a real time basis, appointment arrivals, ward attenders, admission, discharge and transfer details on the Trusts computer systems To be responsible for the collection, tracking and returning of patient notes within assigned area To file all relevant documentation correctly in patient notes To take notes to Medical Secretaries/HAA as required To be responsible for checking edischarge summaries following patients discharge/transfer e.g. follow up procedures or appointments To keep reception/office area tidy, ensuring confidentiality is maintained and trust information governance procedures are adhered to at all times To provide general clerical support to the clinical team such as filing, emailing, faxing and obtaining patient records and results as appropriate To arrange for transport, in relation to the admission and discharge of patients, in accordance with established procedures as required To be responsible for the monitoring and ordering of stationery stock within assigned area, in conjunction with administration/department managers To be responsible for ensuring all appropriate documents, leaflets and general items required are well stocked and readily available To input required data onto any relevant systems/databases To provide cover for other members of the administration team during periods of annual leave and sickness in order to meet service needs, as required To undertake administrative tasks specific to Delivery Suite/Ward 11/Antenatal Clinic areas To undertake any other appropriate administrative duties, which may be required to meet the needs of the service Job description Job responsibilities Key duties and responsibilities To provide the first point of contact for the ward, unit or department for all enquiries received from patients relatives/carers, all groups of trust staff and external agencies ensuring the correct management thereof in each particular case Answering the telephone, taking and recording of messages where required; ensuring correct team members are alerted to any action required To record, on a real time basis, appointment arrivals, ward attenders, admission, discharge and transfer details on the Trusts computer systems To be responsible for the collection, tracking and returning of patient notes within assigned area To file all relevant documentation correctly in patient notes To take notes to Medical Secretaries/HAA as required To be responsible for checking edischarge summaries following patients discharge/transfer e.g. follow up procedures or appointments To keep reception/office area tidy, ensuring confidentiality is maintained and trust information governance procedures are adhered to at all times To provide general clerical support to the clinical team such as filing, emailing, faxing and obtaining patient records and results as appropriate To arrange for transport, in relation to the admission and discharge of patients, in accordance with established procedures as required To be responsible for the monitoring and ordering of stationery stock within assigned area, in conjunction with administration/department managers To be responsible for ensuring all appropriate documents, leaflets and general items required are well stocked and readily available To input required data onto any relevant systems/databases To provide cover for other members of the administration team during periods of annual leave and sickness in order to meet service needs, as required To undertake administrative tasks specific to Delivery Suite/Ward 11/Antenatal Clinic areas To undertake any other appropriate administrative duties, which may be required to meet the needs of the service Person Specification Education and Qualifications Essential GCSE grade C (new grade 4) or above in English and Mathematics or equivalent qualification e.g. level 2 literacy and numeracy qualification Desirable ECDL or equivalent IT qualification Knowledge and Experience Essential A minimum of 6 months administration experience or face to face working with the general public and/or clinical teams Basic knowledge of the ward clerk role Knowledge of the importance of confidentiality Desirable Experience of working with NHS IT systems Skills and Knowledge Essential Good keyboard/IT skills; confident in use of Microsoft Office Excellent organisational skills with the ability to manage a busy workload Accurate document presentation and attention to detail Good communication skills; ability to interact professionally with patients, relatives and other staff groups Ability to work in a pressurised clinical working environment, potentially dealing with distressing and/or emotional circumstances Ability to work flexibly and adapt to different working practices and areas of work Person Specification Education and Qualifications Essential GCSE grade C (new grade 4) or above in English and Mathematics or equivalent qualification e.g. level 2 literacy and numeracy qualification Desirable ECDL or equivalent IT qualification Knowledge and Experience Essential A minimum of 6 months administration experience or face to face working with the general public and/or clinical teams Basic knowledge of the ward clerk role Knowledge of the importance of confidentiality Desirable Experience of working with NHS IT systems Skills and Knowledge Essential Good keyboard/IT skills; confident in use of Microsoft Office Excellent organisational skills with the ability to manage a busy workload Accurate document presentation and attention to detail Good communication skills; ability to interact professionally with patients, relatives and other staff groups Ability to work in a pressurised clinical working environment, potentially dealing with distressing and/or emotional circumstances Ability to work flexibly and adapt to different working practices and areas of work 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. Employer details Employer name James Paget University Hospitals NHS Foundation Trust Address James Paget Hospital NHS FT Lowestoft Rd Gorleston, Great Yarmouth NR31 6LA Employer's website https://www.jpaget.nhs.uk/work-for-us/ (Opens in a new tab)