Ward Clerk | Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust

The Ward Clerk plays a vital administrative and coordination role on Swinley Ward, a busy 26‑bed surgical ward, supporting the multidisciplinary team to ensure the smooth day‑to‑day running of the ward and associated GAU. Working 12‑hour shifts, Monday to Sunday, including bank holidays, the post holder acts as a key point of contact for patients, relatives, and staff, helping to maintain high standards of patient care and safety in a fast‑paced clinical environment.

Key Responsibilities

• Provide comprehensive administrative support to the surgical ward and gynaecology clinic.
• Act as the first point of contact for patients, relatives, visitors, and external departments.
• Manage patient admissions, discharges and transfers using the Trust electronic systems (e.g., HIS, PAS, EPR).
• Maintain accurate patient records, notes and documentation in line with confidentiality and data protection policies.
• Coordinate communication between nursing staff, medical teams, theatres, diagnostics and outpatient services.
• Support clinic activity, including appointment coordination, patient flow and clinic preparation.
• Answer telephone and face‑to‑face enquiries promptly and professionally.
• Order and maintain ward stationery and non‑clinical supplies.
• Assist with bed management and escalation processes during periods of high activity.
• Ensure compliance with hospital policies, procedures and infection prevention standards.
• Participate in mandatory training and updates required by the Trust.
• Support new staff, students and temporary staff by providing guidance on ward administrative processes.
• Participate in service improvement initiatives and audits as required.

Communication and Liaison

• Facilitate effective communication between ward staff, medical teams, diagnostics, theatres, pharmacy, outpatient departments and external agencies.
• Receive and disseminate messages accurately and in a timely manner.

Ward and Clerical Support

• Provide general clerical support including filing, photocopying, scanning, emailing and data entry.
• Maintain ward lists, admission boards and electronic trackers to reflect real‑time activity.
• Order and monitor non‑clinical ward supplies, stationery and equipment as required.

Data Quality and Governance

• Ensure work is conducted in line with data protection, confidentiality and Caldicott principles.
• Maintain accurate records in accordance with Trust policies and NHS standards.
• Report incidents, concerns or errors using appropriate reporting systems (e.g., Datix).

Health, Safety and Infection Prevention

• Adhere to Trust policies regarding health and safety, infection prevention and control, and risk management.
• Maintain a clean, organised and safe ward reception and administrative area.

Teamwork and Professional Responsibilities

• Work collaboratively with the ward and multidisciplinary team to support high‑quality patient care.
• Prioritise workload effectively in a demanding environment, responding flexibly to changing service needs.

Working Conditions

• Based on a busy acute inpatient ward.
• Frequent interruptions and competing priorities.
• Regular use of computer systems and telephone.
• Shift work including weekends and bank holidays.