Ward Co-ordinator

Job title: Ward Co-ordinator
Salary: From £30,000 on experience + benefits
Location: London, W1G 6BW (onsite)
Job type: Permanent
Hours: Full-time (Mon-Fri, 8 am – 4 pm)

The role

This position provides essential administrative support to the ward team, helping ensure the ward operates smoothly and efficiently. Working closely with both the medical and nursing teams, the postholder will play a key role in facilitating seamless patient flow into and out of the ward, while contributing to the delivery of outstanding patient care.

About Us

Established in 1932, The London Clinic is one of the UK\’s largest private hospitals, with eight state‑of‑the‑art facilities in the heart of London\’s medical community around Harley Street. As a charity, we reinvest in cutting‑edge treatments, technology, and facilities to benefit our patients, staff, and the wider community. We offer a comprehensive range of services, from complex medical and surgical procedures to specialist cancer care. The London Clinic is known for its supportive, collaborative culture where every contribution is valued, guided by our core values: We go further, We work as one, We personalise care.

Key Duties

• Regularly communicate with the Ward Manager/Nurse in charge throughout the shift and remain updated throughout the day on any changes on the ward.
• Meet and greet when patients arrive to the ward and explain room facilities.
• Prepare patient medical folders and related documentation for patients prior to admission. This includes printing patient labels and ID bands on arrival.
• Ensure activity capture (charges) for patients is entered on their account for each item used.
• Make a note of any out of hours admissions on the ward and liaise with the Patient Liaison Team.
• Ensure accounts are corrected on the system (Meditech) from day case to inpatient and vice versa.
• Check rooms for new admissions including removing old door cards and inserting new patient\’s door card prior to patients arriving in the rooms.
• Prepare pathology request forms with accurate details of blood tests required prior to admission.
• Ensure that all pathology test results are printed out and filed as appropriate in the patient folders.
• Liaise with consultant secretaries in arranging appointments for each patient, ensuring that the Patient is given the appropriate appointment card/discharge information prior to discharge.
• Arrange ambulances or other transport services for the patients as required. Prepare documentation in order for transfer.
• Answer all telephone calls using a friendly and polite manner in accordance with the Clinic Policy.
• Report faults regarding heating, lighting that have been identified on the ward.
• Be familiar with and adhere to all Clinic policies.
• Provide cover in other wards within the hospital as required.
• Maintain adequate stocks of stationary and re‑order as required in line with manager.

Skills And Experience

• Ward Co-ordinator/ Receptionist in a similar hospital setting or a 4*/5* hotel – desirable.
• Previous healthcare industry administrative background with knowledge of doctor\’s practice, ideally private practice – desirable.
• Ability to work effectively with people from a range of diverse backgrounds, as well as a range of healthcare professionals.
• Strong sense of patient focus and delivering exceptional customer service in a hospital setting.
• Able to handle patient data and information in a confidential and sensitive fashion.
• Excellent organisational and interpersonal skills.
• Evidence of good written and verbal communication skills with an excellent telephone manner.
• The ability to work in a fast‑paced environment under pressure able to prioritise tasks and work under own direction.
• Possess good IT skills, including proficiency with Microsoft Office: Word/Excel/Outlook.
• Able to persuade and influence people to engage in service improvements.

Benefits

• Private Medical Insurance
• Contributory pension scheme (total contribution up to 20%)
• 25 days holiday plus bank holidays
• Life assurance
• Travel season ticket loan
• Family friendly benefits
• A range of retail discounts
• Excellent career development; with clear career pathways and access to further education.

We are committed to safeguarding and protecting all adults at risk, children and young people by implementing robust safer recruitment practices during our selection process. Pre‑employment checks are undertaken in accordance with industry standards and regulations, and successful applicants may be required to undertake an Enhanced Disclosure via the Disclosure and Barring Service (DBS). If you would like further information about our safer recruitment policy then please contact a member of our recruitment team.

The London Clinic is proud of its diverse workforce and is committed to building a team that represents a variety of backgrounds, perspectives, and skills. We absolutely welcome applicants from underrepresented groups; if you think you have the skills and experience for the job, please apply – we would love to hear from you regardless of your background.