Ward Clerk – Children’s Outpatients – Colchester, Essex

Ward Clerk – Children’s Outpatients

East Suffolk и North Essex NHS Foundation Trust

Colchester, Essex


We are  the largest NHS organisation in East Anglia. Our scale provides exciting opportunities for development, innovation, research, education and training.

Talk to us about our range of flexible working opportunities, apprenticeships and staff benefits

Equality Diversity and Inclusion (EDI) is at the heart of all we do; and it forms part of the ESNEFT’s core activities. The Trust operates and relies on everyone treating each other with dignity and respect, to receive equitable and fair treatment in the implementation of Policies, Procedures and in its Practices, to foster positive work relationships, and finally to act with integrity as a professional within ESNEFT as well as a representative of the NHS as a whole.  The EDI Agenda reflects the Trust values such as Optimistic, Appreciative and Kind. In line with the NHS Long Term Plan, People Plan, People Promise and a Model Employer intrinsic in the Equality Diversity and Inclusion Agenda, we consistently strive to improve, to take the learning into Action for a better ESNEFT.

If you are passionate about patient care and want to develop your skills and knowledge then we are keen to hear from you.


Job overview

Our Children’s Services team is actively recruiting for a highly motivated and dedicated Ward Clerk to join our busy, vibrant unit in Children's Outpatients  at Colchester General Hospital.

You will actively participate as a full member of the team, assisting with the smooth running of the Outpatients department by managing the reception and administrative functions in a timely, effective and efficient way alongside Doctors, Nurses and Healthcare Assistants.

Main duties of the job

We are looking for someone who will be able to work autonomously, be able to prioritise their workload, and work well within our team. The ideal candidate will have the ability to communicate effectively with members of the public, both face-to-face and over the phone.

Ward clerks are the first point of contact for visitors and patients to the ward, so we need someone who will ensure that the Trust's ‘OAK’ Values are used at all times to ensure the best patient experience.

Experience in using Microsoft Word, Excel, and PowerPoint is essential to this role.

Working for our organisation

One of the largest Trust’s in East Anglia, East Suffolk and North Essex NHS Foundation Trust (ESNEFT) provide hospital and community health services to people living across a wide geographical area. We deliver care from two main hospitals in Colchester and Ipswich, six community hospitals and in patients’ own homes. You will be joining a team of almost 12,000 amazing colleagues providing care to approximately a million people. 

Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (if applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services. We offer a range of flexible working opportunities. 

Our philosophy is that Time Matters to everyone. Across the Trust, we concentrate on improving the things we do and removing those which do not work or cause time delays for our staff and patients. 

To support our employees to achieve their career aspirations you may be eligible to obtain a qualification via an apprenticeship. All successful applicants will be required to undertake a skills review to facilitate this. For full details please see the attached Apprenticeship Handbook. 

If you are passionate about patient care and want to develop your skills and knowledge then we are keen to hear from you. 

Find out about living and working with us – https://www.youtube.com/watch?v=GkPu7HphU8A  

Detailed job description and main responsibilities

To ensure the efficient, accurate and timely recording of data

To provide an efficient and courteous service both through telephone and face to face

Check in patients via reception desk

Man reception desk

Manage follow up waiting lists

Making follow-up appointments for clinics

Manage eRS (eReferral Service) to ensure patient referrals are booked and actioned in a timely manner

Working in line with Key Performer Indicators (KPIs) meeting service delivery targets for the Trust

Cancel and re-book appointments as required

Book from PTL booking lists

Contacting patients by phone to arrange appointments. Answering calls to patients contacting the Trust.

At the start of clinic print clinic lists. Ensure that all the relevant documentation is available for consultation e.g. referral letters

Checking the patients’ personal details, updating where necessary on the computer and in the case notes

At the end of clinic ensure that all attendances and disposals are entered onto the system

Learn systems associated to Outpatients such as eRS

For full details of the responsibilities and duties of this role please see the attached job description. 

Person specification


Essential criteria

At least 3 GCSE or equivalent at A to C grade to include maths and english

Desirable criteria

Customer Service experience


Essential criteria

Confident in IT skills, including Microsoft Work & Excel

Desirable criteria

Experience of working in an NHS environment


Essential criteria

Previous administration experience

Desirable criteria

Previous NHS/portal system

Please note that where response levels are exceptional we may close the post before the specified date, therefore early application is recommended. 

Please make sure that you read the Job Description and Person Specification attached and that your statement in support reflects this as your application will be judged against these criteria.

Secondment – if you are interested in undertaking a role on a secondment basis, please ensure that you have discussed this with your current line manager prior to submitting your application. Please note if you are already an employee of ESNEFT fixed term roles will only be offered on a secondment basis.

When providing reference details please provide email addresses so references can be sought promptly to cover the last 3 years of employment.

Successful candidates may be charged for their DBS check.  Please ensure you read the information found in the attached DBS Information document

The Trust is committed to its staff and their development and to equal opportunities and diversity. Applications are welcomed from all sections of the community. Please be advised that following the new Government’s cap on Skilled Worker Immigration, whilst we welcome applications from all and your application will be considered on individual merit, if you are offered a position and require a Skilled Worker Certificate of Sponsorship we may not be able to process your application to the final stage due to the significant reduction of certificates available to us.

In submitting an application form, you authorise East Suffolk and North Essex NHS Foundation Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed to the post.

We would like to take this opportunity to thank you for your interest in East Suffolk and North Essex NHS Foundation Trust; we look forward to receiving your application for employment.

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

Apply online now

Further details / informal visits contact

Samantha Cumming
Job title
Ward Clerk Supervisor
Email address
[email protected]