Central and North West London NHS Foundation Trust
Ward Clerk
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Ward Clerk
Full Ward Administrator – CNWL St Pancras Rehabilitation Unit (SPRU)
Job Overview
We have an exciting opportunity for a Full Ward Administrator to join the CNWL Inpatient Administrator Team at St Pancras Rehabilitation Unit (SPRU).
SPRU is a rehabilitation unit with 3 wards, admitting patients from across North Central London (NCL). With 53 beds for adults aged 18 and over, the unit provides comprehensive rehabilitation assessed and support to all patients. The role involves contributing to improved patient experiences and recovery journeys through high-quality administrative support across the multi-disciplinary team.
About the Role
The Full Ward Administrator plays a vital role in ensuring seamless ward operations, acting as the first point of contact for patients and their families. You will work closely with the Ward Manager, clinical teams, and Senior Administrator while upholding the NHS values of improved care delivery in a fast-paced and empathetic environment.
Key Responsibilities
The role requires diverse administrative duties, including:
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Patient Welcome & Admissions:
- Prepare all necessary documentation (e.g., Welcome Pack, patient labels, door/bed labels).
- Coordinate with Ward Housekeepers to ensure name plates for lockers and bays are accurately printed.
- Greet patients, issue SPRU Information Booklet and Choice Policy documents, and confirm demographic data is entered in Systmone.
- Assist in managing non-paper notes and ensure incomplete charts are signed.
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** Administrative Support & Coordination**:
- Arrange appointments, transport, and follow up on system entries such as Systmone and Outlook.
- Ensure specimens are sent to laboratories promptly and patient results are relayed to the Multi-Disciplinary Team (MDT).
- Schedule discharges, including arranging transport, outpatient appointments, and sending discharge summaries to GPs and referral agencies.
- Manage clinical and administrative data entry (e.g., MDT meeting minutes, System One documentation).
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Facilitation & Involvement:
- Maintain up-to-date ward displays and communication boards with relevant health promotion materials, notices, and announcements.
- Participate in weekly ward rounds, and report any safety hazards to the Nurse in Charge or Support Services Manager.
- Represent the ward during photocopying, correspondence processing, and general clerical duties as required.
- Assist with newspaper and post distribution to wards.
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Safety & Compliance Standards:
- Report all accidents and incidents promptly, completing necessary forms for institutional records.
- Maintain stock levels (stationery, uniforms, and ward equipment), providing receipts for supplies.
- Maintain adherence to trust guidelines on data protection, note-keeping, and end-of-treatment archiving.
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Team Collaboration & Professional Growth:
- Participate in training programs, including in-service training, in line with service needs.
- Input into staff appraisals, procedural review, and process improvement.
- Collaborate with acute and community providers as part of ward operations.
- Offer additional support, such as community referral processing and more admin-related service queries.
Key Requirements
Education & Certification
Essential Criteria:
- GCSE (or equivalent qualifications)
Desirable Criteria:
- ECDL (European Computer Driving Licence)
- NVQ Level II in Customer Care
- RSA Level II (Responsible Service of Alcohol)
- NVQ Level II in related fields
Experience
Essential Criteria:
- Extensive administrative or secretarial experience, preferably in a NHS, healthcare, or mental health setting (desirable).
Skills & Competencies
Essential Criteria:
- Proficiency in Microsoft Office tools, including Outlook, Word, Excel, and PowerPoint.
- Strong verbal and written communication skills, including telephonic contact.
- Well-developed secretarial and office procedures knowledge.
- Excellent keyboarding efficiency (word-per-minute performance).
- Excellent interpersonal skills, including professional demeanour under pressure.
- Capacity to work independently and unsupervised.
Desirable Criteria:
- Prior exposure to healthcare or mental health administration.
Core Competencies:
- Ability to prioritise tasks and work efficiently in a multi-tasking environment.
- Experience working in a team-based healthcare setting.
- Awareness of accessibility and equality-linked regulations.
- Cultural sensitivity in interactions with patients and colleagues.
- Ability to treat individuals with empathy and respect.
- Experience managing enterprise-level information systems.
- Commitment to maintaining confidentiality and professional integrity.
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Expected Working Hours & Conditions
- Primary location: St Pancras Rehabilitation Unit
- Shift: 7-day rota (between 9 am – 5 pm) – including weekends
- Role suitability:
- Supporting applicants from similar grades within the NHS or healthcare sectors transitioning into required roles.
- Open to candidates from non-healthcare backgrounds aspiring to enter NHS administration.
About Working for CNWL
Background & Vision The Care Navigation West London (CNWL) trust is driven by patient-centred, high-quality care, taking place in hospitals, community clinics, or patients' homes. We value prospective employees’ contributions to an inclusive culture.
Career Growth & Opportunities:
- Access to development initiatives for current and future leaders.
- Continuous professional support, creating room for career advancement.
- Encouraging a culture of diversity, collaboration, and excellence.
Additional Application & Visa Information
Visa Eligibility <.(see notes)
This role does not qualify for NHS Skilled Worker sponsorship, except under specific criteria:
For eligibility, reference SPAN-allocation-enhancements-2024 via channels at CNWL HR.
If you do not meet Transitional Provision above, documents proving current or future right-to-work status in the UK is nonetheless mandatory.
Note: To apply or learn more, refer to Gov.UK's Skilled Worker Visa Information.
Salary & Job Code
This vacancy depends on NHS pay bands aligned with individual job faction: Ensure okaying details as per UK Employer’s Responsibility before application.
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