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Job summary

Main area
Administration
Grade
Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
364-A-9295
Employer
Essex Partnership University NHS Foundation Trust
Employer type
NHS
Site
Brockfield House
Town
Runwell
Salary
£24,937 - £26,598 Per Annum
Salary period
Yearly
Closing
10/09/2025 23:59

Employer heading

Essex Partnership University NHS Foundation Trust logo

Ward Clerk

Band 3

Our Trust cares for more than 100,000 patients at any one time across our community health, mental health and learning disability services across Essex and parts of Bedfordshire and Suffolk. 

We want you to be part of our journey of transformation, where our patients and their families are at the heart of everything we do and to achieve our vision to be the leading health and wellbeing service in the provision of mental health and community care.

You’ll be part of a Trust where you will be supported to be your authentic self and be the best you can be, where we will help you to grow, develop and thrive. 

The Trust is recognised by the University of Essex and is a top provider of apprenticeships for people looking to be an assistant practitioner, senior health care support worker (CAP). Our trailblazing CAP apprenticeship won a national HSJ Award.

We are also recognised as a Veteran Aware Trust and holder of gold accreditation from the Ministry of Defence Employment Recognition Scheme. Our services are highlighted as an exemplar of good practice, producing the best care for more than 3.500 armed forces veterans in the past seven years. 

We have been shortlisted and won national awards. We are an inclusive organisation and Level 3 Disability Confident Leader Trust.

We are constantly innovating and looking for new ways to deliver care, such as using technology to enhance patient care and working with partners to launch new services such as the Basildon Mental Health Urgent Care Department, virtual hospitals and falls response cars.  

Join us and you’ll do the best work of your life – and make a difference to other people’s lives. What we do together, matters.

Job overview

The role of the Ward Administrator requires a passion for making a difference to join our team, helping to ensure the safe and smooth running of services for the people in our care.

 

The post holder will be expected to provide clerical, administrative and information technology support to nursing and other staff in relation to the needs of patients being cared for within the Unit. Although primarily based within a particular area/ward, the post holder maybe required to work anywhere within the Trust to cover short-term absence. The post holder will work under the direction of the Admin Area Lead / Ward Manager in supporting the smooth running of the service.

 

The role requires close co-operation with a range of other administrative staff with good communication and cooperation with the nursing team vital to the role. The post demands having the ability to communicate at all levels with patients, families / carer’s, medical and nursing colleagues to maintain a high standard of customer service to meet the needs of the patient and their families.

Main duties of the job

You will be required to skillfully manage all incoming and outgoing telephone calls to the clinical team, managing all calls in a polite and efficient manner. You will be required to receive and deal with telephone enquiries to the service, reaching out to and responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable patients and family / carer’s. You will maintain confidentiality at all times in line with Trust policies & procedures.

 

You will be required to record accurate messages and follow them up appropriately in accordance to department guidelines.

 

To deal face to face with patients and families / carer’s seeking further help or information. To be aware of the needs of patients and to deal in an appropriate manner with patients who can be hostile, abusive or aggressive.

 

To exchange confidential and / or sensitive information with staff, patients, and families / carer’s in person or on the telephone. The patients presentation means that persuasive, reassuring, empathic, skills are required at all times.

Working for our organisation

Valuing you. Recognising your dedication. At EPUT, we look after you. 

  • Receive supervision and support to help you fulfil your potential.
  • Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.
  • If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.
  • We run recognition awards to recognise staff's hard work and dedication.

Benefits

  • 27 days holiday, plus bank holidays, rising to 33 days after 10 years’ service.
  • Excellent pension of up to14.5% of your pensionable pay.
  • Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
  • £8K relocation package if you move to Essex to join us
  • Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus.

Work that wraps around your needs

  • Flexible working: available from day one for most roles.
  • Job share: Applications for job shares are welcomed.

 

Detailed job description and main responsibilities

Be responsible for ensuring all correspondence is accurately and appropriately presented using Trust standard templates in line with Trust policies & procedures.

 

To be skilled and experienced in the full range of administration practices, software programmes and specialised functional terms.

 

To be proficient with the knowledge of patient records management, including use of electronic patient record systems, supporting new users and directing them as necessary. To apply knowledge and experience to meet the needs of the clinical teams by completing non-routine tasks on a daily basis.

 

To operate the Trusts telephony systems.

 

To develop skills as necessary and attend mandatory training and maintain records as per Trust policy.

Person specification

Education/Qualifications

Essential criteria
  • Good Standard of Education
  • IT Skills equivalent to RSA3, NVQ3 or relevant experience of Microsoft Word Packages

Knowledge

Essential criteria
  • Literate in IT/Computer Skills
  • Good oral communication skills based on fluency of English Language
  • Ability to assist both patients and clinical colleagues with non-clinical information relating to community appointments
Desirable criteria
  • Knowledge of trust ITT systems and software packages, including Mobius, Q-Flow, SystmOne etc.
  • Proven experience of working in the NHS in a clerical role

Skills

Essential criteria
  • General Administration
  • Ability to communicate both verbally and in writing routine information
  • Ability to use Microsoft software packages

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyMenopause Friendly EmployerPositive about disabled peopleAge positiveDisability confident leaderImproving working livesArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Essex Family Friendly Employers

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Emma Lassova
Job title
Integrated Clinical Lead
Email address
[email protected]
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