To provide leadership and supervisory support to the administrative team within the Ward Department. The post holder will coordinate the daily workload of the ward clerks, ensuring a comprehensive administrative service is maintained in accordance with Trust standards. To act as a senior point of contact for complex enquiries and support the Ward Manager with rota management, training, and service improvement initiatives within the UHCW Improvement (UHCWi) framework.
Previous applicants need not apply. Sponsorship is not eligible for this post.
Closing Date: This advert closes on Wednesday 10 Jun 2026. Please apply for this job as soon as you can.
Successful applicants will be required to provide an immunisation and vaccination report, from either their current UK occupational health provider or their UK GP.
This role involves acting as the first point of contact for routine enquiries, responding efficiently and liaising with colleagues, patients and external organisations as required. It requires clear and professional communication using appropriate methods, alongside maintaining accurate manual and electronic filing systems in line with Trust policies.
Responsibilities
- Provide comprehensive administrative support, including document handling, photocopying and assisting team members.
- Maintain both manual and electronic filing systems and databases, ensuring documents are accurately archived.
- Utilise Trust IT systems to input and manage patient data accurately, collate information for departmental reports and distribute key communications such as minutes and memos.
- Assist with training new staff in operational systems and department procedures.
- Order and maintain stock levels of stationery and equipment using Integra system.
- Receive and distribute incoming/outgoing post and take appropriate action.
- Prioritise daily tasks to meet set timescales.
- Act as first point of contact for complaints within the department, handling them in line with Trust policy.
- Provide cover in the absence of other team members.
- Contribute to patient and business improvement agendas and share ideas for service improvement.
- Supervise the daily workload of the Ward Clerk team, ensuring adequate cover.
- Coordinate staff rotas and manage annual leave requests to ensure continuity.
- Lead induction and training of new Ward Clerks, sign off on competencies.
- Monitor data entry accuracy for patient admission, discharge and transfer data.
- Liaise with Medical Staffing, Health Records and other support services to resolve systemic issues.
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