Job summary
- Main area
- Orthopaedics
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time
- Flexible working
- Job ref
- 279-8048582-JUL26
- Employer
- University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- St Richards Hospital
- Town
- Chichester
- Salary
- £25,760 - £27,476 Pro rata per annum
- Salary period
- Yearly
- Closing
- 23/07/2026 23:59
Employer heading
Ward Administrator
Band 3
About our Trust
At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal – to deliver Excellent Care Everywhere for our patients, our people and our communities. Whatever your role here at UHSussex you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us deliver Excellent Care Everywhere. 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 3) and a Veteran Aware Trust.
We value compassion, inclusion and respect as our core values. 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 our wellbeing 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.
As part of our commitment to access for all, please see the different ways you can access the application form: https://apps.trac.jobs/accessibility?_ts=1
We look forward to receiving your application and the start of your journey with UHSussex.
Job overview
The ward clerk helps provide day-to-day clerical support to facilitate the smooth running of the ward under the direction and supervision of senior colleagues. This job role covers clerical duties meeting and greeting staff, patients and visitors, the movement of case-notes around the trust and the provision of, preparation of and maintenance of patient case-notes, booking transport, and ordering supplies and bed hire. As well as being responsible for maintaining the notes and ensuring all information governance and infection control standards are kept at all times and report any findings to the ward sister.
Main duties of the job
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. 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 3) and a Veteran Aware Trust.
Detailed job description and main responsibilities
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you do not meet the sponsorship requirements, and you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
- Answer the telephone in a timely and courteous manner; ensuring appointments are made efficiently whilst dealing with the public and in a professional and sensitive manner.
- Provide information either in person or over the phone to visitors regarding ward routine, infection control, procedures and patient condition updates, where they may be barriers to understanding, as provided by the nurse in charge.
- To collect essential information either via the telephone or directly and communicate with the appropriate member of the ward team.
- To receive and make telephone calls as needed and as directed by the ward staff.
- To handle difficult situations in a calm and professional manner.
- Make all referral appointments in accordance with the templates and in chronological order, setting or adjusting templates as requested.
- Negotiate with patients to book a suitable appointment within the national guidelines, dealing sympathetically with patients where there may be barriers to understanding.
- To receive and direct patients, visitors and staff visiting the ward.
- As directed by the nurse in charge, contact GP surgeries and other external agencies to obtain patient related information.
- Deal with difficult and challenging patients and relatives in a calm and polite way
- Deal with enquiries and issues that have been escalated in an efficient, polite and courteous manner, providing a caring, compassionate, helpful and understanding service to patients, staff and the general public.
- To follow policies in own role which are determines by others.
- Ensure each patient is loaded onto the correct waitlist with the appropriate procedure code onto the systems in line with the Trust’s policies and guidelines.
- Plan own and office daily workload.
- Involvement in planning patient discharges e.g. photocopying notes and booking transport.
- Ensuring notes are available for ward attenders/elective admissions for the following day.
Person specification
Experience
Essential criteria
- NVQ Level 3 or equivalent experience
- Known IT skills using Word , Excel & Powerpoint
- Good working knowledge of administrative and clerical practice
- Good organisational skills & the ability to prioritise own workload.
- Good interpersonal and communication skills
Desirable criteria
- Previous ward administration experience
- Knowledge of NHS computer systems
- Evidence of having championed diversity in previous roles (as appropriate to role)
- Evidence of having undertaken own development to improve understanding of equalities issues
Equality, Diversity, and Inclusion
Essential criteria
- Evidence of having championed diversity in previous roles (as appropriate to role).
- Evidence of having undertaken own development to improve understanding of equalities issues
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.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Cheryl Court
- Job title
- Matron
- Email address
- [email protected]
- Telephone number
- 01243 788122
- Additional information
If you have any further questions. Please contact Matron on ext 35158.
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