Ward Clerk/Receptionist - Neonatal Unit

Job Overview

Frimley Park Hospital’s Neonatal Unit is seeking an enthusiastic and efficient Ward Clerk/Receptionist to join our friendly and supportive team. This is a key administrative role within a busy and dynamic environment, where high-quality care is our top priority.

The successful candidate will work part-time (30 hours per week) and play an essential part in ensuring the smooth running of the unit. Responsibilities include welcoming families and visitors, handling telephone and face-to-face enquiries, maintaining patient records, supporting the clinical team with clerical tasks, and managing general administrative duties.

We are looking for someone who is organised, professional, and approachable, with excellent communication and interpersonal skills. Previous administrative or reception experience in a healthcare setting is desirable but not essential, as training will be provided.

This is an excellent opportunity to contribute to a vital service that supports families and their newborns, while working in a compassionate and dedicated team environment.

Main duties of the job

Responsibilities

The Ward Clerk/Receptionist plays a vital role in supporting the smooth and efficient running of the Neonatal Unit through a range of administrative and clerical duties. Key responsibilities include:

• Acting as the first point of contact for all telephone enquiries, new patient admissions, and visitors to the unit, offering a welcoming and professional reception service.
• Managing and updating patient information on electronic systems, including admission, discharge, and porting requests, to ensure accurate and timely record-keeping.
• Liaising effectively with ward staff and resolving day-to-day administrative issues, escalating where necessary.
• Coordinating with a wide range of departments including waiting list teams, consultants\’ secretaries, pharmacy, emergency department, transport, discharge lounge, site managers, and porters to ensure continuity of care.
• Providing administrative support to nursing and medical teams, including making appointments and assisting with documentation.
• Maintaining the tidiness and organisation of the reception and general work areas, contributing to a safe and efficient working environment.
• Assisting with audit and data collection processes as required.
• Reporting estates or maintenance issues via Planet FM and monitoring follow-up actions.

This role is essential to the daily operations of the unit and supports high standards of care for babies and their families.

Working for our organisation

Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.

Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.

We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.

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Detailed Job Description And Main Responsibilities

For a full list of responsibilities and tasks associated with this role, please refer to the job description/person specification attached to this vacancy.

Person specification

Qualifications

Essential criteria

• GCSE English & Maths or equivalent

Desirable criteria

• Excel and Word qualification

Experience

Essential criteria

• Administrative/clerical experience
• High Standard of IT literacy/experience in computer use
• Previous front facing customer service experience

Desirable criteria

• Previous Health Care experience

Skills & Knowledge

Essential criteria

• Ability to communicate effectively in English (Written and verbal) with the ability to communicate well at all levels, both face to face and by telephone
• Ability to work within a busy environment

Desirable criteria

• To work well in a small team

Special Requirements

Essential criteria

• Flexibility to support another speciality/ward if required

Frimley Health NHS Foundation Trust (FHFT) has an outstanding reputation and a proud record of achievement. As a well performing, well led and ambitious Foundation Trust, we have exciting times ahead of us. We have an ongoing commitment to improving the health and care services for the 900,000 people we serve across Berkshire, Hampshire, Surrey and south Buckinghamshire.

We are proud of the ambitions laid out in our strategy, Our Future FHFT, including our vision to be a leader in health & wellbeing, delivering excellence for our communities.

We continue to invest in our services and facilities, including a £10 million upgrade to the hospital maternity unit as well as £49m major new Emergency Assessment Centre on our Wexham Park site. The opening of a brand new £100m state of the art hospital which replaced the existing hospital facility at Heatherwood and are planning to invest further in diagnostics and inpatient capacity at Frimley Park.

We have also made significant investment in our quality improvement and digital programmes to support our vision and we will ensure that we achieve our aim of providing the highest quality healthcare to our patients. Our new EPR – Epic – went live in June and we are already beginning to reap the benefits of this ambitious investment.

Our three core values, and the behaviours that support them, guide everything we do and set out what we expect of our staff in the way they treat patients, visitors, service users and each other, Committed to Excellence, Working Together and Facing the Future.

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