Job summary
- Main area
- Day surgery and Surgical Admissions
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 318-25-T0625
- Employer
- Gloucestershire Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Cheltenham General Hospital
- Town
- Cheltenham
- Salary
- £24,465 (pro rata if part time)
- Salary period
- Yearly
- Closing
- 11/09/2025 23:59
Employer heading
Ward Clerk - Chedworth Surgical Unit, Band 2
Band 2
At Gloucestershire Hospitals, our people are at the heart of everything we do. As the largest employer in the county, we’re proud to provide outstanding acute, elective, and specialist services to over 650,000 people across our county. Whether you’re just beginning your NHS journey or taking the next step in your career, this is an exciting time to join us. We’re investing in innovation, research, and transformation, with over 100 active clinical studies and major developments underway across our two district hospitals.
You can expect a welcoming and supportive culture and you’ll be supported by passionate colleagues who care deeply about teamwork, development, and delivering exceptional care. We offer structured development programmes, mentoring, and leadership opportunities to help you grow in your career. Gloucestershire has the perfect mix of culture, countryside, and community. With excellent schools, transport links, and access to award-winning green spaces, it’s a great place to live and work.
We value the diversity of our workforce and are committed to creating an environment where everyone feels they belong.
Be part of Gloucestershire Hospitals, explore your future with us today.
Job overview
To provide Administrative, Clerical (A&C) and Reception support to Chedworth Surgical Unit that takes the day surgery and surgical admissions based in Cheltenham General. The unit is open between 7.00 and 21.00 Monday to Friday and admits patients for day case or inpatient operations as well as providing day case care in our Chronic Pain clinics.
You would be responsible for maintaining clinical data for a range of defined systems; processing calls and enquiries from members of the public, relatives and other members of the Trust staff; for completing all necessary documentation relevant to the post and to request; for tracking and processing all patient notes as appropriate. This post has specified working hours to ensure cover is provided to support the work that is taking place within the area at that time, including clinics, this will involve working until 19.00 for some of the working pattern.
Main duties of the job
- To ensure the smooth clerical administration in the department Reception area.
- To be able to communicate effectively with the multidisciplinary team, patients, clinical staff and the general public ensuring visitors are made to feel welcome with appropriate information given. Demonstrate excellent customer care skills. Respond to patient, staff and visitor request appropriately
- Receive queries, in person, by e-mail and on the telephone and manage appropriately
- Obtain all notes for Chedworth Surgical Unit including day case and inpatient surgery, pain and urology clinics and results ensuring clinical staff have access to essential information in a timely fashion
- Ongoing checks throughout the day for add-ons to surgery & clinic lists
- Trace and send away all notes to the relevant departments after being filed correctly
- Arranging hospital transport for patients
- Arrive and depart clinics on Trak Care
- Answer the phone, check voicemail and return any calls
- Contribute to the unit’s security by monitoring visitors to the department and reporting untoward incidents to the senior staff and /or security personnel as necessary
Working for our organisation
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.
As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Detailed job description and main responsibilities
- To maintain records on both paper and IT systems. Undertaking clerical duties as required and to assist and support day surgery staff with data input onto electronic patient records as necessary. To be competent with all of the office equipment
- Reporting faults to our estate teams
- Filing of all patient documentation generated on the unit ensuring notes are up to date and accurate when used by clinical staff
- To order clinical and non-clinical stock on relevant systems, training will be provided
- To undertake any additional administration duties as directed by the management staff
-To comply with and have a working knowledge of the Trust and Department policies and procedures, for example Health & Safety at Work Act (1974), Manual Handling, Data Protection Acts and Patient Confidentiality at all times
-Dispose of patient identifiable documents in a confidential manner in order to comply with the Data Protection Act 2018.
Person specification
Qualifications and Training
Essential criteria
- Educated to GCSE Level or equivalent Grade C (4) English (or equivalent (e.g. National Adult Certificate Level 2 Literacy) and Mathematics Grade C (4) (or equivalent (e.g. National Adult Certificate Level 2 Numeracy)
- Good knowledge of standard range of Microsoft Office Programs
Knowladge and Skills
Essential criteria
- Ability to prioritise own workload and that of others as appropriate
- Able to effectively and appropriately escalate concerns to reduce risk and promote patient safety
- Good communication skills both written and verbal and enthusiasm to contribute to the Teams to deliver a quality patient experience
- Ability to learn new skills including use of in-house patient administration system
- Ability to work towards intermediate level competence in standard range of Microsoft Office Programs, especially Excel and Access
- Ability to work independently, on own initiative and as part of a team
- Ability to work under instruction, quickly and accurately
Experience
Desirable criteria
- Reception or customer facing skills / experience
Employer certification / accreditation badges
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.
Documents to download
Further details / informal visits contact
- Name
- Laura Cummings
- Job title
- Senior Sister
- Email address
- [email protected]
- Telephone number
- 0300 422 3699
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