Portsmouth Hospitals University Trust

Vacancy Description:

Portsmouth Hospitals are looking to recruit an Apprentice Ward Clerk to undertake the Business Administration Apprenticeship. Assisting and providing administration and clerical support duties with the clinical and clerical Team in the Surgical Assessment Unit.

No experience is necessary as you will be provided with thorough training throughout the entire Apprenticeship which will enable you to build on your knowledge and skills to be successful in this role.


What’s Involved/Duties:

The following are the core responsibilities of this job role and what you will be working toward being able to do, by the end of the Apprenticeship you should be proficient in all of these, occasionally you may be required to carry out other tasks dependant on factors such as workload and staffing levels:

  • Work as a member of the ward administrative team to facilitate and prioritise all aspects of ward/clinic administration.
  • Provide a receptionist service for the ward/clinic, liaising with patients, visitors and medical staff appropriately and passing their queries on to an appropriate clinician when required.
  • To undertake administrative duties for ward or clinic staff including the management of confidential waste; ensuring that all office equipment is in working order. Collect and distribute mail; fax and photocopy patient-related information as required.
  • Organise and book transport for patients using the correct channels to ensure no discharge delays due to transport unavailability.
  • Report faults and defects through the appropriate channels for repair.
  • Maintain stock control as required including stock requests and receipt non-stock items on SBS; and provide full assistance to other staff in fulfilling this function as required.
  • Take particular customer service care in resolving problems relating to patient records, dealing with external departments in locating missing case notes, investigating discrepancies between beds and number of patients, and in direct dealings with the departments customers/clients.
  • Enter patient details on patient information systems used in the area, ensuring accurate information is available in a timely manner.
  • Ensure that information is prepared in case notes for the outpatient clinics and external areas as required.
  • Be proficient, accurate and timely in processing data and information onto computerized systems.
  • Take an active part in all ward/clinic based meetings and discussion in relation to policy input and department procedures, ensuring all changes are read, understood and implemented.
  • Provide induction training support to all new staff as and when required by your line manager.
  • Take responsibility for recording patient details and preparing statistics on data required for analysis such as daily patient movement and discharges.
  • Take personal responsibility for your own professional development and training; ensuring all personal development and mandatory training is completed annually.


Desired Skills:

  • Excellent communication skills (written and oral)
  • Competent in the use of IT
  • Effective time management (Planning & Organising)
  • Ability to work as a team member as well as individually
  • Good interpersonal skills
  • Problem solving & analytical skills
  • Ability to follow policy and procedures.
  • A passion for learning


Personal Qualities:

  • Polite and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Ability to work under pressure


Training Provided:

  • The successful candidate will be working towards the Level 3 Business Administration Apprenticeship.
  • Candidates will need to have achieved maths and English at GCSE or equivalent Grades A-C (9-4) or Level 2 Functional Skills in maths and English before completing the Apprenticeship standard.
  • Off the job training will be provided, where you will have the time to complete your portfolio work, attend off job training seminars and have allocated time for mentoring and being shadowed.


Potential Outcomes:

If you are successful in applying for an Apprenticeship position and if you continue to demonstrate the right attributes and attitude, there will be opportunities to progress onto the advanced level apprenticeship and then further employment options with Portsmouth Hospital NHS Trust. Some prospects to consider are as follows:

  • Progression onto a permanent full-time NHS BAND 2 post
  • Opportunities to undertake further and higher apprenticeship programmes
  • Opportunities for career progression
  • Multiple benefits and discounts
  • NHS Employee pension


Expected Apprenticeship Duration:

  • 16 months


Hourly Wage:

  • National Apprenticeship Minimum Wage
  • From 37.5 Hours a week
  • 8am – 4pm, 5 days a week (Mon-Fri)


Starting Date:

  • ASAP