Job Title: Ward Clerk - Cedar Ward
Post requires candidate to be entitled for work: Yes
Salary Range: £35,630.91 to £39,412.11
Contract Type: Permanent
Full time/Part Time: Full Time
Term Time only post: No
Advert Closing Date: 21/05/2026
Job Overview
Cedar Ward are looking for a ward clerk/administrator to join our busy team. The successful candidate will be reliable and hardworking supporting the ward team with their administrative and welcoming reception duties. The post holder will have excellent communication skills to be able engage with our service users and their carers/visitors, plus liaise with other departments within Health and Community Services. The successful candidate will act as the first point of contact for patients, friends and relatives as well as professional visitors. The post holder would need to be confident and experienced in dealing with the public in a compassionate, calm and effective manner.
For an informal chat on this role please contact Claire Morgan @C.Morgan@health.gov.je
Job Purpose
To provide a courteous and efficient reception and administrative service to healthcare professionals, patients, relatives and visitors visiting or telephoning the Inpatients area for Adult Mental Health Services.
To provide a comprehensive administration and support service to the multi-disciplinary medical and clinical staff in order to support the smooth running of the Ward.
The post holder is the first point of contact for all visitors to the ward and must be fully aware of the importance of confidentiality, tact and discretion.
The post holder provides general advice and guidance to patients, relatives and visitors, but will refer to the Ward Manager/Staff Nurse where more complex issues arise. Otherwise, the post holder works on his/her initiative running the reception and administration service.
The role of Ward Clerk has developed significantly as the tasks and responsibilities have become more complex particularly in the area of I.T. It is imperative that all patient data captured is 100% accurate as greater emphasis is placed on the statistics produced.
Ward Clerks are responsible for checking that the Maxim systems and Care partner are up to date with all demographic and admission / discharge detail. The responsibility of the ward clerk is to highlight any anomalies with the nurse-in-charge of the shift.
Where a post holder is responsible for the inputting of patient data, they must be aware of data protection regulations and the importance of confidentiality.
Statutory Responsibilities
PRINCIPAL ACCOUNTABILITIES
Act as a receptionist to all visitors and patients attending the ward and handle all telephone enquiries in a courteous and prompt manner, giving informed answers as far as possible.
When instructed accept from the nursing staff, all valuables and money submitted by in-patients ensuring safe keeping until deposited within the safe.
Respond in a mature and sympathetic manner to relatives, patients and visitors who are in need of help and support e.g. the bereaved, distressed and anxious. Ensure that patient confidentiality is maintained at all times.
Maintain and monitor the computerised Integrated Health System for patient admission, transfer and discharge. Ensure that patient’s personal demographic details are accurate and up to date at all times, and on the computerised Care Partner systems.
Act as emergency co-ordinator ensuring effective liaison with medical, nursing and switchboard staff during a major incident on the ward by ensuring that the correct medical staff have been contacted and if not, contacting them by using the bleep system. Liaise with the travel desk and hospital transport system as appropriate.
Ensure that necessary documentation relating to the patients admission and subsequent discharge is correctly completed, e.g. arranging patient transport. Make appropriate appointments as a result of the Doctors rounds e.g. to attend Outpatients Clinics, Physiotherapy Department etc.
Job Specific Outcomes 1 of 2
Provide an administrative support service to the multi-disciplinary team medical and clinical team. Type a variety of letters, forms, reports and spreadsheets using Word XP and Excel. Undertake the typing and presentation of statistical data related to clinical activity and audit.
Take minutes at ward meeting and ensure timely distribution of the same and prepare agenda items for next meeting. Organise other ward related meetings as requested and send out agendas, type up minutes of meetings and distribute to appropriate parties.
Ensure all patients notes, reports and results and all necessary documentation are available for multi-disciplinary rounds.
Notify the Administrator of visitors from countries outside the reciprocal agreement and complete all necessary documentation as requested. Assist patients and their relatives regarding the administrative aspects of in-patient care e.g. insurance forms, medical certificates etc.
Collate, record and monitor attendance data including sickness, absence and study leave. On behalf of the Ward Manager enter the date into the HRIS system. Assist in the organising of obtaining staff for overtime at short notice.
Maintain ward stationary, equipment and supplies necessary to meet ward requirements. Using the JD Edward computer system, order necessary stock within budgetary limits.
On direction from Ward Manager organise staffing at short notice in times of unexpected sickness or additional staff being required for the Ward.
Arrange for ward booklets and paperwork to be sent photocopied via the work scheme employee and ensure there is always sufficient stock of the same.
Personal Attributes
Jersey Public Service Careers
Across the Jersey Public Service, the scope of our work means our people enjoy a wide range of opportunities—working with recognised experts across teams, learning new skills, and developing their careers. We actively seek to recruit people from different backgrounds with diverse perspectives, creating a richer, more varied environment where you’re exposed to new ideas, new ways of thinking, and new opportunities to build an exciting and rewarding career.
To maintain the highest standards of public service, we have a rigorous screening process, to ensure candidates align with our values, skills, and professional requirements. This helps us create a trusted, capable workforce that can deliver excellence and safeguard our community.
Extraordinary, every day.