Job summary
- Main area
- Paediatrics
- Grade
- NHS AfC: Band 2
- Contract
- Permanent
- Hours
- Part time - 15 hours per week (Saturday and Sunday 8 - 4)
- Job ref
- 418-COR9875-MR
- Employer
- Bedfordshire Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Riverbank Ward, Bedford Hospital
- Town
- Bedford
- Salary
- £24,465 pa
- Salary period
- Yearly
- Closing
- 30/01/2026 23:59
Employer heading
Weekend Ward Clerk - Paediatrics
NHS AfC: Band 2
Job overview
The role involves carrying out a range of reception and administrative duties to support the day-to-day running of the Children’s Inpatient Ward and Children’s Assessment Unit, providing frontline clerical support to clinical staff while also acting as a key point of contact for patients and relatives during visits. The post holder is responsible for the accurate and timely entry of patient data into relevant clinical systems, including admissions, discharges, and transfers, in strict accordance with trust data quality, health records, and information governance policies. They are expected to manage their workload efficiently, work flexibly across wards when required, and adapt to the evolving needs of the service.
Main duties of the job
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Assist and advise personal callers, staff, visitors, and contractors to the ward, ensuring appropriate security procedures are followed for all individuals entering the unit.
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Maintain accurate and timely entry of patient information on hospital systems including PIMS and NerveCentre.
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Collate, file, and maintain patient health records, including blood tests, nursing notes, admission details, and all related correspondence, in line with the Trust’s Medical Records and Information Governance policies.
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Undertake all clerical duties associated with the admission, transfer, and discharge of patients within agreed Trust timescales.
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Ensure all patients are correctly admitted to and discharged from hospital systems (PIMS) for both units.
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Check and update patient demographics accurately on hospital information systems.
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Ensure discharge letters are completed, sent, and appropriately filed.
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Arrange follow-up outpatient appointments where required and ensure patients and families are informed of all relevant details.
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On discharge, ensure patient notes are filed correctly, outstanding appointments are arranged with relevant teams, and the discharge process is fully completed on PIMS.
Working for our organisation
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Detailed job description and main responsibilities
PRIMARY DUTIES & AREAS OF RESPONSIBILITY for Administrator
Customer focused general duties:
- Respond to telephone and personal enquires from patients, visitors and staff in a diplomatic and courteous manner, ensuring the correct information is made available, recorded or passed on to relevant members of staff.
- Meet and welcome patients and visitors to the ward; assist and guide as appropriate.
- Assist and advise personal callers, staff, visitors and contractors to the ward. Ensure appropriate security is requested from people entering the unit.
Patient information / medical records:
1. Ensure patient details are entered in a timely and accurate manner on the hospital Patient Information Systems (PIMS) and NerveCentre.
2. Ensure all paperwork is prepared and available during attendance to the Children’s Assessment Unit.
3. Responsible for collating blood tests, nursing notes, admission details and all other correspondence associated with the patient health records, ensuring this information if filed ‘in the correct manner’ as per the Trusts Medical Records Policy.
4. Upon discharge ensures patient’s notes are filed correctly, a discharge letter is complete and outstanding appointments have been made or emailed to the relevant team, and the patient is discharged from PIMS
5. In accordance with Data protection and patient confidentiality principles, ensure patient health records are stored / located in a secure area and are not left in a public area.
6. Responsible and accountable for tracking patients notes to their location.
Clerical duties:
- Undertake relevant clerical duties associated with the admission, transfer or discharge of patients using the PIMS and Nerve Centre systems in line with agreed Trust timescales.
- Arrange, where appropriate follow up clinic appointments with the outpatient department and ensure the patient / family are informed of these details.
- Ensure all discharge letters are completed, sent and filled.
- As requested by the Children’s Assessment Unit Manager / Riverbank Ward Manager or Matron carry out general clerical duties.
- Ensure all patients admitted to either Unit are admitted and discharged correctly on the hospital Patient Information Systems (PIMS).
- Ensure all patient demographics are checked and updated on the hospital Patient Information Systems (PIMS).
- Allocate each new admission to the Children’s Assessment Unit are allocated a bed space, entered onto the coding sheet and updated on the patient white board.
- Ensure the hospital Patient Information Systems (PIMS) and Nerve Centre are kept up to date.
Person specification
Qualifications
Essential criteria
- Good numeracy and literacy skills
Desirable criteria
- Grade A - C in maths and english
Knowledge
Essential criteria
- Knowledge of safeguarding
- Knowledge and experience of IT systems and experience in an administrative role
Desirable criteria
- Previous experience of working with healthcare systems
Skills
Essential criteria
- Excellent Communication skills
- Able to prioritise workload and work under pressure
Desirable criteria
- Knowledge of NHS computer systems
Employer certification / accreditation badges
Applicant requirements
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.
Documents to download
Further details / informal visits contact
- Name
- Olivia Zielinska
- Job title
- Childrens Assessment Unit and Virtual Ward Manager
- Email address
- [email protected]
- Telephone number
- 01234 792204
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