Ward Clerk- AMU/SDEC

Job description

Mid and South Essex NHS Foundation Trust is the only acute hospital provider in the Mid and South Essex Integrated Care System (ICS), which is a system of health and care partners working together for our local population.

Within Mid and South Essex there are 149 GP practices, operating from over 200 sites, forming 27 Primary Care Networks and one Ambulance Trust. There are also three main community and mental health service providers who work together through a community collaborative.

We collaborate with other valuable partners, including three Healthwatch organisations, nine voluntary and community sector organisations and three top tier local authorities, with seven district, borough and city councils, as well as our local universities.

Job overview

We are seeking an organised, proactive, and customer-focused individual to join our Acute Medical Unit (AMU) and Same Day Emergency Care (SDEC) team. This role is essential in supporting the smooth running of the unit, ensuring that patients experience an efficient, safe, and welcoming journey from arrival to discharge.

As a key administrative member of the team, you will maintain accurate patient information, manage clinic and ward activity, and provide essential support to clinical staff. You will be the first point of contact for patients and visitors, handling enquiries, coordinating appointments, updating systems such as Careflow, Lorenzo, and Teletracking, and ensuring all administrative processes are completed to a high standard.

The postholder will work collaboratively with colleagues across the unit, demonstrating strong communication skills, attention to detail, and the ability to work independently in a fast-paced environment. You will contribute to the overall efficiency of AMU/SDEC by managing patient documentation, supporting data quality, maintaining stock levels, and ensuring adherence to Trust policies and procedures.

This is a rewarding role for someone who enjoys helping others, thrives under pressure, and is committed to delivering excellent service within a dynamic healthcare setting

***Please note this post is a 6 month Fixed Term Contract and we are unable to sponsor the post***

Main duties of the job

In this fast-paced and rewarding role, you'll be at the heart of the Acute Medical Unit and Same Day Emergency Care service-supporting patients, assisting clinical teams, and helping to keep the department running smoothly. Every day brings new challenges and opportunities to make a meaningful difference in the patient journey.

Your key responsibilities will include:

• Play a key role in creating a smooth, welcoming experience for all patients entering the AMU/SDEC.
• Keep our clinical teams running efficiently by maintaining accurate patient information across Careflow, Lorenzo, and Teletracking.
• Support patient care by preparing and organising notes, managing referrals, and ensuring appointments are booked promptly.
• Be the friendly first point of contact-handling enquiries, providing information, and helping patients navigate their visit.
• Work closely with staff across the unit, helping to keep communication flowing and ensuring daily operations run seamlessly.
• Take ownership of essential administrative tasks, including filing, updating activity data, managing stock, and coordinating transport when needed.
• Contribute to a safe, well-organised environment by upholding confidentiality, data accuracy, and Trust policies.

Working for our organisation

Our ambition is to deliver excellent local and specialist services, to improve the health and well being of our patients, and provide a vibrant place for staff to develop, innovate and build careers.

We aim to make the most of our skills and experiences so we can become the best we can be. As one organisation we will recruit the finest and retain more specialist staff due to more employment opportunities across our Trust.

Detailed job description and main responsibilities

Are you looking for an exciting role using your unique qualities, then we want to hear from you.

For full details about this varied and rewarding role, please see attached job description.

We look forward to your application.

Please be aware that we reserve the right to close this vacancy early if we receive a suitable number of applications.

No VISA sponsorship available for this role

Please be aware that we reserve the right to close this vacancy early if we receive a suitable number of applications.

Person specification

Qualifications and Knowledge

Essential criteria

• Good general education (e.g., GCSEs or equivalent), including English and Maths.
• Knowledge of basic administrative procedures and office practices.
• Understanding of confidentiality, data protection, and accurate data handling

Desirable criteria

• NVQ Level 2/3 in Business Administration or equivalent qualification.
• Knowledge of medical terminology
• Familiarity with Trust systems such as Careflow, Lorenzo, or Teletracking

Experience

Essential criteria

• Experience in an administrative or customer-facing role
• Experience managing and maintaining records or data entry

Desirable criteria

• Previous experience working in a healthcare or hospital environment.
• Experience supporting clinical teams or working in a reception/front-of-house role
• Experience booking appointments or scheduling patient pathways

Please be aware as per the new Immigration guidelines we cannot sponsor candidates with a salary (full time or pro Rata) under the current minimum threshold.

Please note, the selection processes at Mid and South Essex NHS Foundation Trust are in place to ensure we recruit candidates with the right skills and values, please be advised that the use of AI in applications are monitored. We remain vigilant against candidates who misuse these tools to generate an application that doesn't accurately reflect their skills, and you will be required to declare on your application if AI has been used before submitting your application.

Employer certification / accreditation badges