Ward Clerk - Vincent Square Eating Disorders Service

Posting date:	31 December 2025
Salary:	£30,546.00 to £32,207.00 per year
Additional salary information:	£30546.00 - £32207.00 a year
Hours:	Full time
Closing date:	01 January 2026
Location:	London, SW10 9NG
Company:	NHS Jobs
Job type:	Permanent
Job reference:	C9333-25-1614

Summary

As an NHS Trust, we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues, and, of course, patients and service users when working in our healthcare settings. Key Responsibilities 1. Site Management To take responsibility for maintaining their own office in line with service needs. To liaise with QTS team and competently use systems, such as reporting the need for repairs to the building and equipment accordingly and liaise with the Ward Manager if escalation is required. To liaise with domestic staff when necessary to ensure the premises are kept clean and to report any problems to the Ward Manager. To ensure that the scanning tray for patients documents are emptied regularly by scanning and saving on SystmOne at the end of the day to securely keep our documents in line with Trust policies. To provide a welcoming and efficient reception service to all visitors and contractors. To help with the preparation of the physical space for visitors. 2. Systems Management To be able to complete Subject Access Requests (SAR) from patients/families/legal teams and accurately record them on SystmOne in line with trust policy. To be able to report any incidents to line managers and input the incident report via Datix. To act as a Nominated First Aider, Nominated Officer for Fire Safety or Health and Safety Representative, dependent on need and distribution of duties within the clinical administration team. To input accurate stock orders, requests made by the clinical team, onto SBS, as well as place orders for stationery and other office items. To assist the Ward Manager and Admin Manager in the completion of monthly health and safety audits and any required follow-up actions, like environmental checks. To competently use computer systems to book patient transport (HATS) and interpreters (The Language Shop) with all the correct and relevant details given by the clinical team, if required. 3. Administration To maintain reception and waiting areas, ensuring information (posters, leaflets, etc.) is laminated, up to date and relevant. To organise and coordinate meetings/events/seminars on behalf of the team, both face-to-face and virtually. To collate and regularly distribute papers for meetings, including, but not limited to, Ward Rounds, CPA meetings and MDT Meetings at the request of clinicians To add and prepare meetings to the ward diary/calendar and regularly review and update this To check the posts/parcels delivery for the inpatient ward at Main Reception and hand over to the clinical team to distribute to the patients. To regularly check the clinical stock delivered at Main Reception and liaise with the clinical team to ensure that these have arrived and need to be organised and put in the clinical stock room, so they can cross-check on the items ordered and can be receipted via SBS. To provide administrative support to the multidisciplinary team, including preparing for meetings and supporting the care of patients. To handle all incoming and outgoing correspondence, including, but not limited to, telephone calls, emails and letters, using judgment and discretion to ensure that items needing urgent attention are brought to the attention of relevant staff. To take clear and precise messages dealing with all queries as appropriate in a professional manner. To photocopy/scan/print/laminate and distribute information as requested by members of the ward team. To prioritise own workload to ensure that deadlines are met and prepare handovers for the team if necessary. To scan all patient correspondence and other patient-related information in a timely manner to the correct systems. To attend meetings, create an agenda, take and distribute minutes and initiate agreed follow-up action as directed by the ward and admin manager. To support in the production of information for professional visits. To liaise with other hospitals, departments and healthcare professionals to obtain previous medical records when appropriate. 4. Systems Management & Information Processing To assist in the local admin induction of new staff and trainees. To support with following up on/investigating missing orders and invoices To use the relevant systems to support the admission and discharge process of patients, including, but not limited to, updating the pre-admission patient tracker To support the admin manager and ward manager in populating and distributing performance reports on inpatient services and activity using Tableau. To support the administration team in ensuring patient referral and contact data are collected from clinicians regularly. To ensure that inpatient referrals and basic information data are inputted, updated onto SystmOne and inpatient referrals are monitored regularly. To ensure that the inpatient referrals are updated, outcome by clinicians, and, once discharged, closed/ended on SystmOne correctly. To be able to update letter templates and upload to SystmOne in line with Trust Policy and changes within the service. To assist the Ward Manager in managing the inpatient shared folders to ensure all staff can easily access key documents and files