The closing date is 6th Sep 2026
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Job summary
Primrose Ward is a busy Older Peoples Mental Health inpatient service, and the Ward Clerk plays a central role in keeping the ward organised, responsive and running safely. This post provides comprehensive administrative support to the Ward Manager, Clinical Lead Nurse, Matron and wider multidisciplinary team, ensuring that clinical staff are able to focus on delivering high quality patient care.
You will oversee the smooth flow of information across the ward, acting as a key contact for patients, families, carers and external professionals. They will ensure patient records and documentation are accurate, up to date and managed in line with Trust standards. The Ward Clerk will support the coordination of ward activity, including arranging meetings, preparing paperwork, managing diaries and ensuring timely communication of essential information.
The role also involves supporting workforce and operational processes such as maintaining safer staffing data, updating rosters, processing sickness and training information, and liaising with NHSP.
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Main duties, tasks & skills required
The Ward Clerk provides comprehensive administrative support to Primrose Ward, ensuring the smooth running of the OPMH inpatient service. Duties include managing the ward reception, responding to telephone enquiries, greeting visitors and ensuring information is directed appropriately. The post holder will maintain accurate patient records on RiO, upload documentation, scan discharge summaries, update ward diaries and support the admission and discharge pathways.
They will organise and send invites for CPA and professional meetings, book transport, coordinate appointments and ensure all minutes, letters and follow up actions are completed within Trust timescales. The role includes maintaining safer staffing data, updating e roster, processing sickness, annual leave and training information, and authorising NHSP shifts.
The Ward Clerk will manage staff files, support new starters, request system access, maintain noticeboards, order stores and equipment, and oversee maintenance requests. They will complete routine audits, data collection, incident related administrative tasks and ensure clinical forms and shared drive documents are accurate and up to date. The post holder will work flexibly, prioritising a varied workload and providing administrative support to the Ward Manager, Clinical Lead Nurse, Matron and wider team.
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About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.
Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.
We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.
Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence
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Job description
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
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Person specification
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Qualifications
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Essential
ECDL or equivalent
RSA 2 in typing word processing or equivalent NVQ Level 3 in business administration
Good standard of general education, including GCSE English or equivalent
Proficient use of Microsoft Office applications Word Excel Outlook Teams
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Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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For help with your application, contact:
Maria Szydlik
[email protected]
07801233347
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Pay scheme
Agenda for Change
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Band
Band 3
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Salary
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£25760.00 to £27476.00 Yearly
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Contract
Permanent
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Working pattern
Full-Time
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Reference number
348-SSW-12381
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Job locations
Western Community Hospital
Walnut Grove
Southampton
Hampshire
SO16 4XE
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Attachments
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Job Description
HIOWH_JDandPS_ Band 3 Ward Clerk OPMH.docx – 145KB Opens in a new window
Converted File HIOWH_JDandPS_ Band 3 Ward Clerk OPMH.docx.pdf – 219KB Opens in a new window
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Additional document 1
EmployeeBenefits_hiowh_v1-compressed_3.pdf – 1001KB Opens in a new window
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