Royal United Hospitals Bath NHS Foundation Trust
Ward Clerk- Discharge Lounge
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Job Overview
We are looking for an enthusiastic, motivated individual to join our team within the new discharge lounge.
The post holder will be responsible for providing clerical support to the team in Discharge Lounge.
The purpose of this role is to support the Discharge Lounge by delivering efficient clerical, reception, and patient-administration functions. The post holder ensures accurate records, effective communication, and smooth patient movement, contributing directly to hospital flow and patient experience.
The post holder will be required to have excellent communication skills, both written and verbal, and be able to provide an efficient reception, telephone, and clerical service. They must possess good organisational skills and have experience of using CapMan, PowerChart & FirstNet. Previous experience in working within the NHS is essential.
Main duties of the job
- Reception & Front-of-House — Act as the first point of contact for patients, relatives, and staff; greet, signpost, and manage enquiries.
- Telephone & Communication Handling — Answer calls, relay messages, manage queries, and communicate discharge/admission/transfer information clearly.
- Patient Administration — Book patients into the Lounge, update electronic system (e.g., CapMan/PowerChart), track notes, and ensure accurate patient information.
- Support to Nursing Staff — Assist with discharge paperwork, coordinate property/valuables, and help prepare documentation required for safe discharge.
- Medical Records Management — Maintain paper/electronic records, file reports, ensure completeness of notes before forwarding, and track case notes in/out of the department.
- Transport & Flow Coordination — Arrange patient transport, support bed-management processes, and help maintain accurate bed-availability information.
- Problem Solving — Locate missing notes, properties, resolve appointment issues, escalate concerns, and manage barriers to communication (e.g., anxious patients, lost belongings, language differences).
- General Administration — Filing, scanning, data entry, sorting post, distributing information, and maintaining equipment-loan logs.
Working for our organisation
We are proud to be part of BSW Hospitals Group - a formal partnership between the Royal United Hospitals Bath NHS Foundation Trust, Great Western Hospitals NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17,600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.
We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.
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By working together, we make a real difference for our patients, each other, and our community. Every role matters in delivering the exceptional, person-centred care we’re proud of.
We’re committed to a compassionate, inclusive culture where kindness is championed, differences are valued, and diversity makes us stronger.
We want to support you to thrive, taking your career to its full potential. We prioritise staff wellbeing – and yes, we even have a pool!
Discover what it’s like to live and work in Bath, explore our RUH staff benefits, and learn how we’re building healthcare for the future through the Dyson Cancer Centre and our commitment to research.
Detailed Job Description And Main Responsibilities
- Support lounge reception desk, help with non-clinical activities at the lounge.
- Attend the phone calls for patient matters, note down the messages and pass on to the respective staff, RNs, or Lead Nurse.
- Booking transport. (FAST, EMED, Veezu taxi) on hospital/patient account as instructed by RNs or Ward Manager based on the patient eligibility. - RUH_transport_eligibility_flowchart.pdf.
- Supporting in updating the white board, admission book and real-time audit sheet.
- Assist in patient chair/bed allocation via Capman.
- Book porters specifically as per the lounge requirements using CapMan.
- Support RNs for TTA follow-ups with Pharmacy, through web tracker.
- Contact the ward for enquiring with any upcoming discharges to plan accordingly in advance. Only take names and bed location. Refer to RN for the clinical handover.
- Can liaise with the wards and discharge liaison team in case of complex discharges.
- Assist in printing documents e.g. Discharge Summary, EMAR, Respect form, transport docs, test results (if needed), triage sheets, etc.
- Coordinate with respective Hospital transport/family member collecting patient once they are ready to be collected.
- Record patients who went home without a discharge summary.
- Coordinate with Band 6/HCSWs and Kitchens for food ordering.
- Report broken utilities to the ESTATE via Shire. Report any equipment breakdowns or any other maintenance related matters exists at the ward premises through Shire System.
- Coordinate with RUH- store regarding the supply/ materials needed for stocks. Discuss with clinical staff or check/assess the stock.
- Responsible for ordering of stationary supply and non-clinical items for Discharge Lounge requirements and ensure the delivered items are in line with the order, report the supply chain staff if anything missing or delivered partially.
- Assist the RN’s in organising freewheeler for the delivery of TTA’s to patient’s home.
- Organise with MEMS if any electrical equipment needs a PAT test.
- Prepare, print, and laminate the leaflets for the lounge.
- Order food pack from AgeUK.
- Order second hand clothes to Mercy in Action charity.
- Getting Newspaper in the absence of volunteers.
- Can be ask to collect items in the wards, pharmacy if needed.
- Can set up the TV channels per patient request.
- Always refer to the ward sister or ward manager for other matters needing clarification and senior decisions.
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Person specification
Essential criteria
- Knowledge regarding the purpose of the role
- Qualification
- Years of experience as a Ward Clerk
- Very good Communication skills
Desirable criteria
- Very good IT skills
- Relevant Training
Communication Skills
Essential criteria
- Evidence of Knowledge/skills
- Effective Communication Skills
Desirable criteria
- Evidence of Work Experience in a Hospital setting.
- Relevant Training
Please note - Due to recent changes in UK immigration and visa rules applicants who do not currently have the right to work in the UK may not be considered unless an alternative right to work solution can be provided. Candidates requiring sponsorship (or will need sponsorship at the end of a current visa e.g. those with graduate visa's) should review the eligibility criteria on the gov.uk website before applying: Prove your right to work to an employer: Overview - GOV.UK
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.
Application numbers
This vacancy may close early if we receive a high number of applications. We strongly encourage you to complete and submit your application in good time to ensure it can be considered.
Documents to download
Further details / informal visits contact
- Name: Manny Mabulay
- Job title: Senior Charge Nurse
- Email address: manny.mabulay@nhs.net
- Telephone number: 01225826975
- Additional information: You can book for an informal meeting.
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