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- Tasks: Manage patient records and support ward operations with a focus on communication and efficiency.
- Company: Join University Hospitals Sussex, a diverse and inclusive NHS Trust dedicated to patient care and staff wellbeing.
- Benefits: Enjoy flexible working hours, a comprehensive wellbeing programme, and opportunities for personal development.
- Other info: This role is on-site only, perfect for those looking to gain hands-on experience in healthcare.
- Why this job: Make a real impact in patient care while growing in a supportive and innovative environment.
- Qualifications: No specific qualifications required; just bring your enthusiasm and willingness to learn!
The predicted salary is between 36000 - 60000 £ per year.
Go back University Hospitals Sussex NHS Foundation Trust (279)
Renal Ward Clerk
The closing date is 13 July 2025
The core hours for this role are Tuesday mornings, Thursday and Friday afternoons, and alternate Saturdays. Additional hours will be scheduled to reach full-time (37.5 hours per week) and can be arranged flexibly to suit both the employee and the organisation. Please note, this position requires on-site work only.
The Ward Clerk is responsible for efficiently managingadministrative and clerical tasks related to patient care within the ward. This role ensures the accuracy and timely completion of patient records, admission, discharge, and follow-up processes. Acting as a key communication link between patients, clinical teams, and external partners such as GPs and other NHS Trusts, the Ward Clerk supports smooth ward operations while upholding confidentiality, professionalism, and the Trust\’s values.
Main duties of the job
Verify and update patient details accurately upon admission, including personal and GP information.
Manage patient discharge paperwork, ensuring all documentation is correctly completed and distributed to relevant parties.
Handle incoming correspondence and direct it appropriately within the ward team.
Respond to telephone and in-person enquiries professionally, escalating to supervisory staff when necessary.
Book post-inpatient follow-up appointments and manage follow-up referrals via Careflow.
Arrange patient transport for discharge or transfers, including accompanying medical documentation.
Maintain and update patient information on electronic systems (Careflow, CV5), ensuring accurate admission, transfer, and discharge records.
Support ward audits, stationery supply management, and maintain a welcoming environment for patients and visitors.
Collaborate with the Deputy Administrative Supervisor to improve ward administrative processes and resolve issues.
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We\’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We\’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourWellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance – because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Job responsibilities
Role Summary
Responsible for ensuring the administrative and clerical work related to patient care are competently managed.
Ensure that all paper and computer stored data surrounding a patient episode is completed accurately and promptly.
To deal efficiently and in professional manner enquires from both patients and staff internally and externally.
Key Working Relationships
Internal: All clinical and non-clinical staff.
External: Other NHS Trusts, patients and GPs.
Main Duties and Responsibilities
Communication
When admitting patients, the following details must be checked and updated Title, Sex, First Name, Surname, Marital Status, Date of Birth, Religion, Ethnic Group, GP Name, Practice name, GP applies, Address, Postcode, Next of Kin and all telephone contact numbers.
Ensure all patient discharge information is correctly filled out by nursing and medical staff and where appropriate send to GP, Secretary, anti-coagulation department and file copy in case notes.
Open all incoming post unless marked to a specified member of staff. Process and pass to appropriate members of nursing team.
Be responsible for ensuring all the relevant correspondence is located.
Answer telephone enquires following departmental protocol, both internal and external, from other members of staff, departments, patients/relatives and other hospitals, referring them to the supervisory staff member when necessary.
When elective patients arrive on the ward check correspondence, amending any details on Careflow and CV5. Add their details to ward admission book specifying date of admission, consultant, and GP. Also ensuring that admission and discharge time are recorded.
Booking of post inpatient follow up appointments patients leaving with follow-up appointment in their hand Send follow up requests to relevant department/team. Mark in file to record that the request has been made.
To ensure where the patient no longer requires future follow-up that the Referral is discharged using Careflow
To outcome and discharge referrals as and when appropriate.
Arrange transport for patients being discharged home or to another hospital as required.
Report and log maintenance issues that may arise on ward. Liaising with Ward Manager if necessary.
Organise appropriate transport and ensure original/photocopied notes and/or x-rays/x-ray reports are sent with the patient if they are transferred elsewhere.
Record and participate in ongoing ward audits.
Welcome visitors and patients, directing enquiries to the nurse in charge.
Obtain information from patients to process any health insurance claim forms.
Ability to exercise discretion to ensure that patient confidentiality is maintained, and a professional, respectful hospital environment always exists.
Monitor and maintain appropriate levels of stationery and order as and when necessary, informing the ward manager of any potential problems in a timely manner.
Work as a team with other ward clerks, being considerate and flexible, and taking the needs of your peers into consideration.
Undertake photocopying for ward and ensure that required levels of documents are maintained.
Service Delivery and Improvement
Ensure on a daily basis that the ward board/admissions book is checked for recent discharges and patients due to be admitted. Responsible for adding admission and full patient details onto Careflow and CV5. Maintain and monitor ward information recorded on Careflow and CV5. Ensuring that all patients are admitted to the correct ward bed, consultant, and specialty.
Responsible for the updating all admissions, transfers of care, discharges, and transfers to different wards information on Careflow and CV5 on an ongoing basis
To access the spine with a smart card to find NHS numbers.
When admitting patients to the ward ensure that if the patient is an overseas visitor that the correct policies and procedures are followed.
Identify and manage duplicate case notes, including when appropriate organising the merging of electronic records and amalgamation of case notes
Responsible for ensuring that all patient records reach the clinical coding department in a timely basis to be coded.
Providing annual leave and sickness cover as appropriate for other ward clerks.
People Management and Development
To assist training of new staff when requested
To work closely with the Deputy Administrative Supervisor to review working practices, identify new improved ways of working and find solutions to problems.
Contribute to the continued training of new members of staff and colleagues within the department, as required.
The ability to cross cover different ward areas when required during times of unplanned absence with a standardised job description and ward matrix
The ability to work unsupervised.
Ensure that all mandatory training required for the post is kept up to date.
To undertake any other relevant duties commensurate with grade, which might reasonably be required to assist in the smooth running of the ward area as advised by the Deputy Administrative Supervisor.
Ensure personal/professional development is identified and carried out through the appraisal process.
Patient Care Delivery
To assist training of new staff when requested
To work closely with the Deputy Administrative Supervisor to review working practices, identify new improved ways of working and find solutions to problems.
Contribute to the continued training of new members of staff and colleagues within the department, as required.
The ability to cross cover different ward areas when required during times of unplanned absence with a standardised job description and ward matrix
The ability to work unsupervised.
Ensure that all mandatory training required for the post is kept up to date.
To undertake any other relevant duties commensurate with grade, which might reasonably be required to assist in the smooth running of the ward area as advised by the Deputy Administrative Supervisor.
Ensure personal/professional development is identified and carried out through the appraisal process.
Person Specification
Experience / Qualifications
- Good working knowledge of administrative and clerical practice.
- Good working knowledge of administrative and clerical practice.
- Good interpersonal skills.
- Working knowledge of NHS organisations.
- Knowledge of data protection and Caldicott.
Specific Requirements
- Knowledge of Word, Excel, PowerPoint, Access and other related PC applications.
- Knowledge of Careflow (trust based administrative system).
Skills
- Evidence of having undertaken own development to improve understanding of equalities issues.
People Management and Development
- Able to work on own initiative without direct supervision.
- Self-motivated.
Equality, Diversity, and Inclusion
- Evidence of having championed diversity in previous roles (as appropriate to role).
Freedom to Act
- Ability to work unsupervised.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
University Hospitals Sussex NHS Foundation Trust (279)
#J-18808-Ljbffr
Renal Ward Clerk employer: Sussexcommunity
Contact Detail:
Sussexcommunity Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Renal Ward Clerk
✨Tip Number 1
Familiarise yourself with the specific administrative systems mentioned in the job description, such as Careflow and CV5. Understanding how these systems work will give you a significant advantage during the interview process.
✨Tip Number 2
Highlight your interpersonal skills and experience in handling patient enquiries. Be prepared to share examples of how you've effectively communicated with patients and staff in previous roles, as this is crucial for the Ward Clerk position.
✨Tip Number 3
Research University Hospitals Sussex NHS Foundation Trust's values and their commitment to diversity and inclusion. Being able to articulate how your personal values align with theirs can set you apart from other candidates.
✨Tip Number 4
Prepare to discuss your ability to work independently and manage multiple tasks efficiently. The role requires a high level of organisation, so think of specific instances where you've successfully juggled various responsibilities.
We think you need these skills to ace Renal Ward Clerk
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience and skills that align with the responsibilities of a Renal Ward Clerk. Emphasise your administrative skills, attention to detail, and any previous experience in healthcare settings.
Craft a Strong Cover Letter: Write a cover letter that specifically addresses the job description. Mention your understanding of the role's requirements, such as managing patient records and communication within the ward, and express your enthusiasm for contributing to patient care.
Highlight Relevant Skills: In your application, focus on key skills mentioned in the job description, such as proficiency in electronic systems like Careflow, good interpersonal skills, and the ability to handle confidential information professionally.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for the role of a Ward Clerk.
How to prepare for a job interview at Sussexcommunity
✨Know the Role Inside Out
Make sure you thoroughly understand the responsibilities of a Renal Ward Clerk. Familiarise yourself with tasks like managing patient records, handling correspondence, and coordinating with clinical teams. This will help you answer questions confidently and demonstrate your suitability for the role.
✨Showcase Your Communication Skills
As a Ward Clerk, effective communication is key. Prepare examples of how you've successfully handled enquiries or resolved issues in previous roles. Highlight your ability to maintain professionalism while dealing with patients and staff alike.
✨Demonstrate Attention to Detail
Accuracy is crucial in this position. Be ready to discuss how you ensure precision in your work, especially when it comes to patient records and documentation. You might even want to mention any systems or processes you use to double-check your work.
✨Emphasise Your Teamwork Abilities
The role requires collaboration with various teams. Share experiences where you've worked effectively within a team, showing flexibility and consideration for others. This will illustrate that you can contribute positively to the ward environment.