At a Glance
- Tasks: Join our friendly team as a Ward Clerk, providing essential clerical support and patient interaction.
- Company: Be part of King's College Hospital, a leading NHS Trust with a commitment to outstanding care.
- Benefits: Enjoy flexible working options and a supportive environment that values work/life balance.
- Why this job: Make a real difference in patients' lives while working in a dynamic and inclusive healthcare setting.
- Qualifications: Previous clerical experience and strong IT skills are essential; a friendly attitude is a must!
- Other info: This role is open only to internal applicants; apply by 15/07/2025.
The predicted salary is between 25000 - 26000 £ per year.
This post is only open to internal applicants.
Band 3
Main area Liver Grade Band 3 Contract Permanent Hours Full time – 37.5 hours per week Job ref 213-CAX-7256162
Employer King\’s College Hospital NHS Foundation Trust Employer type NHS Site King\’s College Hospital Town London Salary £30,039 – £31,088 per annum including HCA Salary period Yearly Closing 15/07/2025 23:59
King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King’s College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in the London Borough of Bromley.
We encourage all our staff to have a healthy work/life balance. In doing so, you can apply for flexible working from the beginning of your employment. We offer a range of options which are designed to suit different circumstances and priorities in line with service requirements.
We are looking to recruit a highly motivated and positive individual to our kind and friendly team on Howard Ward. Howard is a 16 bedded, general hepatology ward. We are looking to recruit a candidate with recent clerical (NHS) experience, good IT skills and a kind and friendly manner. As our ward receptionist you will be the first point of contact to our patients, relatives and other members of the Kings team. You should have an approachable and calm manner and enjoy helping others and being organized. The role of the ward clerk is to provide an efficient clerical service to the ward team.
If you are interested in the post please contact Dawn Barnes (Personal Assistant and Team leader): 020 3299 7832.
Main duties of the job
To provide a high quality administrative and clerical support to the nursing and medical staff. To be responsible for the management of patient information and to ensure accurate data quality. To assist nursing staff with discharge planning. To provide a full and professional front of house service for patients, visitors and staff ensuring they are informed appropriately.
Working for our organisation
King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of £1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.
Detailed job description and main responsibilities
Data Quality
• To update and maintain accurate patient data and complete patient demographics, including nextof-kin and ethnicity details, on the computer based system EPIC and medical records.
• Identify irregularities, such as missing required items, review and improve quality of data.
• To ensure that the EPIC patient lists and the ward whiteboard are kept updated and accurate. Liaising with the Ward Manager/Nurse in Charge and Clinical Administrators where necessary.
• To enter and retrieve data from all current Trust computer systems in place to acceptable data quality standards and to use the circulated data quality reports to correct omissions.
• To conduct quality audits as requested by the medical teams and nursing staff.
• To ensure that full medical records are available for all patients admitted to the ward, and include updated front sheets and labels. This may involve locating and transporting patient’s medical notes from other areas around the hospital or requesting notes from the off-site storage facility.
• To renew any old medical records folders and amalgamate any temporary notes into the appropriate buff folder and ensuring notes are correctly tracked.
• To organise documents in the correct order, securing new or loose sheets onto clips in accordance
with the Trust’s Medical Records Policy.
• To ensure that all G.P summaries are dispatched by e-mail within 24 hours of the patient’s discharge.
• To assist in the maintenance of the filing system of hospital records held within the ward and to undertake the monthly notes availability audit.
• To ensure the medical records available for the clinical coding department on request.
• To ensure that the medical records for deceased patients are delivered to Bereavement Services by midday of their next working day.
• Support the clinical staff with the flow/discharge of patients in a timely manner.
• To welcome and provide a full front of house service to patients and their relatives/visitors onto the ward, ensuring that security and infection control measures that are in place are adhered to.
• To answer ward telephone enquires promptly, efficiently and politely, resolving local issues and referring on to other relevant staff as appropriate. To understand the sensitivity of such calls. To ensure that messages to staff are passed on either by e-mail or written note.
• To ensure that all clinical referrals are forwarded to the relevant internal department and/or external agencies.
• After discharge of patients to make out-patient/follow-up appointment as requested by clinical team and to communicate the details to patients and/or carers.
• Co-ordinate the transfer of patients to tertiary centre/continuing care setting (nursing home, residential home or hospice). This involves arranging the transport and ensuring the relevant documentation is completed by clinical team prior to discharge.
• To ensure that the reception desk and waiting areas are maintained in a presentable manner.
• To observe and maintain the confidentiality of patient records and staff information.
• To be aware of the ward policies with regard to visiting hours (including protected mealtimes), visitor numbers, timings of patient meals, cut flower restrictions and ward round schedules as well as the location of Trust resources i.e. hospital shops, canteen, cash point etc and services, i.e.
• To ensure that all patient property is secured and documented in accordance to the Patient Property Policy ensuring that disclaimers are signed and filed in the patients notes where necessary.
• To ensure that the How Are We Doing (HRWD) patient survey forms are distributed and completed returns collected and made available to the Patient and Public Involvement Department to ensure that the monthly return rate of 50% is achieved.
• To book Hospital Transport as directed. To maintain a cross-back of transport requests.
• To request porters to transfer patients to and from the ward as
directed.
• To liaise with Ward Hostesses regarding missing meals and snack box requests.
• To assist the nursing, medical and therapy staff with the discharge processes, liaising with Discharge Lounge staff where appropriate.
• Identify potential problems with the discharge process and escalate to the Discharge Co-ordinator or Ward Manager.
• Keep good stock levels of “How we are doing Surveys” and ensure completed surveys are recorded appropriately.
3. Administrative
• To be responsible for ordering of all ward supplies, including ward stores, patient documentation, stationery and electronic/IT equipment via the electronic Sprinter system. This will include routine orders to maintain the agreed stock levels, ensuring that orders are placed in time to meet the weekly delivery deadlines, and any ad hoc orders to meet patient needs, specialist equipment or ward furniture and IT requirements. Rarely paper non stock orders may be required.
• To carry out administrative duties such as photo copying as instructed by the Ward Manager.
• To develop a good working relationship with the Procurement department.
• To develop robust stock management systems to ensure that ward stocks are maintained within the defined upper and lower stock limits and to the budget constraints. This will require working closely with the Ward Manager and Matron.
• To ensure that stores are unloaded on the day of delivery.
• To open and distribute mail, forwarding letters to patients who have already been discharged or transferred to other wards. To ensure any mail for deceased patients is forwarded to the documented next-of-kin.
• To act as the liaison with the Trust’s Facilities Department with regard to maintenance jobs and repairs. To ensure that any out-of-order lifts which would be used to gain access to the ward have been reported to the Maintenance Help Desk.
• To provide cover for other ward areas as directed by the Ward Manager.
• To assist with the training of new members of staff as appropriate.
4. General
The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.
• To observe the general responsibility of all staff under the Health & Safety at Work Act.
• To maintain strict confidentiality of staff and patient records, in line with Trust Policy: any unauthorised breach of confidentiality will result in disciplinary action.
• To ensure that acceptable standards of data protection are maintained, in accordance with the Data Protection Act.
• To observe the rules, policies and procedures in King’s College Hospital.
• To undertake any other duties appropriate to the grade which may be required.
• To carry out duties as an employee and service-provider with due regard to the Trust’s Equal Opportunities Policy.
• To participate in team meetings as required by your team leader.
Safe Guarding
The Trust takes the issues of Safeguarding Children, Adults and addressing Domestic Abuse very seriously.
All employees have a responsibility to support the organisation in our duties by;
• attending mandatory training on safeguarding children and adults
• familiarising themselves with the Trust\’s processes for reporting concerns
• reporting any safeguarding child or adult concerns appropriately
Infection Control Statement
The post holder has an important responsibility for and contribution to infection control and must be familiar with the infection control and hygiene procedures and requirements when in clinical areas.
The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.
These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training. These standards must be strictly complied with at all times.
Person specification
- Previous clerical/reception experience coupled with the ability to liaise effectively with all levels of staff
- Excellent written and verbal communication skills combined with an effective and good telephone manner.
IMPORTANT
- Check your email account regularly as this is how we will communicate with you
- If you delete the job from any of your accounts, you may be prevented from accessing further communications
- To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
- Please provide email addresses for referees where possible
- Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
- All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
- Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.
King\’s College Hospital NHS Foundation Trust Annual Reports and Other Corporate Publications
King\’s Health Partners Academic Health Science Centre Website
King\’s College Hospital is part of King\’s Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between King\’s College London, and Guy\’s and St Thomas\’, King\’s College Hospital and South London and Maudsley NHS Foundation Trusts.
Employer certification / accreditation badges
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
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Ward Clerk employer: Kings College Hospital
Contact Detail:
Kings College Hospital Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Ward Clerk
✨Tip Number 1
Familiarise yourself with the specific duties and responsibilities outlined in the job description. Understanding the key tasks, such as managing patient information and providing clerical support, will help you demonstrate your knowledge during any discussions.
✨Tip Number 2
Reach out to current employees in similar roles or departments within King's College Hospital. They can provide valuable insights into the work culture and expectations, which can help you tailor your approach when discussing your interest in the position.
✨Tip Number 3
Highlight your IT skills and experience with systems like EPIC, as these are crucial for the role. If you have any certifications or training related to data management or healthcare software, be sure to mention them in conversations.
✨Tip Number 4
Prepare to discuss how you embody the Trust's values, such as being person-centred and committed to sustainability. Think of examples from your past experiences that showcase your alignment with these principles, as they are important to the organisation.
We think you need these skills to ace Ward Clerk
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant clerical experience, particularly within the NHS. Emphasise your IT skills and any previous roles that required a friendly and organised approach.
Craft a Strong Cover Letter: Write a cover letter that showcases your motivation for applying to King's College Hospital. Mention specific examples of how your skills align with the responsibilities of the Ward Clerk role.
Highlight Communication Skills: Since the role involves liaising with patients and staff, emphasise your excellent written and verbal communication skills. Provide examples of how you've effectively communicated in past roles.
Proofread Your Application: Before submitting, carefully proofread your application for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for the Ward Clerk position.
How to prepare for a job interview at Kings College Hospital
✨Show Your NHS Knowledge
Make sure to brush up on your knowledge of the NHS and its values. Understanding the specific role of King's College Hospital and how it fits into the wider healthcare system will demonstrate your commitment and enthusiasm for the position.
✨Highlight Your Clerical Experience
Be prepared to discuss your previous clerical or reception experience in detail. Share specific examples of how you've managed patient information, maintained data quality, and provided excellent front-of-house service in a busy environment.
✨Demonstrate Your IT Skills
Since good IT skills are essential for this role, be ready to talk about your proficiency with computer systems, particularly any experience you have with EPIC or similar software. Mention any relevant training or certifications you may have.
✨Emphasise Your Interpersonal Skills
As the first point of contact for patients and visitors, it's crucial to show that you have a kind and friendly manner. Prepare to give examples of how you've effectively communicated with diverse groups and handled sensitive situations with empathy.