Ward Clerk | The Royal Wolverhampton NHS Trust

Permanent role; Location and other details were listed as part of the original description. This section provides an overview of the duties and expectations for the Ward Clerk/Receptionist on the Daycase Surgical ward. The post holder will play an important role in this dynamic team in regards to forward planning of the ward and patient allocation, and will be part of a team delivering outstanding administrative support to the clinical teams. Applicants should be organized, hardworking, punctual and welcoming, with the ability to work accurately to deadlines and demonstrate effective time management.

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands, committed to diversity, flexible working arrangements and compassionate care for patients.

• Provide an efficient, courteous and helpful service to patients, their families and other professionals when contacted by the Ward.
• Undertake clerical duties associated with the custody and use of Health Records, including administrative procedures and documentation related to a patient’s journey through the Service as outlined in the Patient Access Policy.
• Maintain patient confidentiality at all times.
• Work as part of the Ward Clerk/Receptionist team on the Daycase Surgical ward, with afternoon shifts Tuesday to Friday and flexibility to cover different shifts as required.
• Open hours of the unit: Monday to Friday 7:00am to 20:00pm.
• Use a range of IT systems to support Health Records requirements; accurately input, update and amend patient information on the Careflow EPR system and ensure amendments are transferred to patient case notes as necessary.
• Register, admit, transfer and discharge patients on Careflow EPR; follow safeguarding guidelines and ensure related documentation is maintained.
• Manage incoming and outgoing mail, filing of notes, results and correspondence, and track case notes in and out as per Trust policy.
• Convey appropriate information accurately and timely to a range of professionals and disciplines; ensure notifications are processed in a timely and accurate manner.
• Attend mandatory training and participate in the Trust’s appraisal policy; comply with Directorate and Trust policies and procedures.
• Assist with training and induction of newly recruited staff within the department; provide support in the use of photocopying/fax facilities and maintain confidentiality with patient information.
• Coordinate ordering/receiving of ward goods; book/arrange appointments for services; process telephone enquiries and update patient demographics; raise case notes when applicable and communicate appointment details.
• Ensure accuracy of patient data and work as a team to ensure daily coverage within the Service.
• Provide in-patient sick notes as appropriate and complete patient aid forms; maintain admission records.
• Arrange referrals to the multi‑professional team as directed by the nursing team and assist with timely patient discharge.
• Access pharmacy tracking information to facilitate timely discharges; take specimens to the laboratory as required.
• Arrange transfers of patients as requested; maintain stock levels of stationary and notify seniors of any deficiencies.
• Comply with confidentiality rules regarding the release of patient information and follow Trust policies when using photocopying or fax facilities to transmit patient details.

• Experience in a public-facing role and computer literacy; prior use of patient administration systems is an advantage, but training will be provided.
• Excellent communication skills with daily interactions across multidisciplinary teams.
• Ability to demonstrate initiative, organise workload effectively, and take decisions within defined limits.
• Accurate data entry and the ability to work to deadlines with good time management.
• Willingness to work flexible hours and undertake a range of clerical duties as part of Ward Clerk/Receptionist responsibilities.

• Disability Confident: No
• Closing Date: 04/03/2026
• Contract Type: Permanent
• Hours: Afternoon shifts Tue–Fri; unit open 7:00am–20:00pm, Monday to Friday
• Enquiries may be subject to confidentiality rules; the advert notes the Trust’s commitment to diversity, flexible working and compassionate care for patients.