Job summary
- Main area
- Woodpecker Ward
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 249-7728798
- Employer
- Great Western Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Great Western Hospital
- Town
- Swindon
- Salary
- £24,465 per annum, pro rata
- Salary period
- Yearly
- Closing
- 04/02/2026 12:00
Employer heading
Patient Coordinator / Ward Clerk
Band 2
Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital.
Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.
We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.
The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.
If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.
Job overview
At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, we are unable to sponsor anyone for a skilled worker visa for this role.
We are happy to accept applications from candidates who can prove their right to work in the UK or via alternative visa routes. Such applications will be considered alongside all other applications.
Patient Coordinator / Ward Clerk
The Ward Clerk provides essential administrative and reception support to ensure smooth patient flow within the ward. This role involves managing patient records, updating electronic systems, booking appointments, and coordinating discharge processes. Key responsibilities include answering calls, greeting visitors, maintaining case notes, handling correspondence, and supporting ward staff with accurate data entry and documentation.
The position requires strong communication skills to interact effectively with patients, relatives, and healthcare professionals, as well as the ability to work independently and manage multiple tasks under pressure.
The ideal candidate will demonstrate excellent IT and administrative skills, a good telephone manner, and the ability to handle sensitive information confidentially.
Main duties of the job
- Act as the first point of contact at the ward reception for patients, visitors, and staff.
- Answer telephone calls, manage queries, transfer calls, and take messages.
- Maintain accurate patient administration systems, including admissions, discharges, transfers, and referrals.
- Manage and file patient case notes and liaise with health records.
- Keep admission and discharge books and daily ward lists up to date.
- Welcome visitors and provide ward information leaflets.
- Handle patient property and valuables, including liaising with Bereavement Services and Security.
- Sort and distribute correspondence and post within the ward.
- Maintain the notes trolley and ensure it is stocked and clean for ward rounds.
- Report maintenance issues to the Trust’s works department.
- Attend ward meetings and take minutes when required.
- Book patient transport for discharge and ensure criteria are met.
- Request follow-up appointments and ensure discharge summaries are completed within 24 hours.
- Participate in daily whiteboard meetings and update patient data regularly.
- Order stock and manage supplies according to Trust finance procedures.
- Handle sensitive information confidentially and assist distressed service users calmly.
- Cover other wards or areas as needed and undertake any other duties appropriate to the grade.
Working for our organisation
Our STAR values – Service, Teamwork, Ambition and Respect – are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.
Detailed job description and main responsibilities
Person specification
Qualifications
Essential criteria
- Educated to GCSE level in English and Maths or overseas equivalent grade D or above
Desirable criteria
- RSA or equivalent is Typing.
- NVQ level 2 in Customer Services / Business Administration / Team Leading
- ECDL or equivalent.
Experience
Essential criteria
- Recent experience in customer focussed environment.
- Working to tight deadlines and managing conflicting priorities.
- Working knowledge of data protection and confidentiality.
Desirable criteria
- Working knowledge of data protection and confidentiality.
- Knowledge of Medical Terminology.
- To have previously work in a medical, health or social care environment
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
- Rahmat Sanusi
- Job title
- Ward Manager
- Email address
- [email protected]
- Telephone number
- 01793 605876
List jobs with Great Western Hospitals NHS Foundation Trust in Administrative Services or all sectors







