Ward Clerk / Receptionist | North Tees and Hartlepool NHS Foundation Trust

We are seeking an organised, motivated, and patient-focused Ward Clerk/Receptionist to provide high-quality admin support within the Perioperative Services across North Tees & Hartlepool Hospital. This role is vital in supporting safe, effective patient care within a busy perioperative environment. The post holder will act as a first point of contact for patients, relatives and visitors, delivering a professional and welcoming service. You will communicate effectively with patients, clinical teams, GPs, and other services and support theatre and day case activity by updating operating lists and recording patient attendance using the Trust's Trakcare system. Responsibilities include maintaining accurate patient records, uploading and filing documentation, answering and managing telephone enquiries, and ensuring perioperative admission paperwork is complete and timely. You will undertake general administrative duties such as email management, scanning, and photocopying, and provide
flexible administrative cover across Perioperative Services when required. The role works under the direction of the Admin Team Lead and Service Manager to ensure continuity of support, participates in training, and contributes to an efficient, patient-centred service. You will be well organised, able to manage competing priorities, and confident communicating in a fast-paced healthcare environment. Previous administrative or reception experience, ideally within healthcare, is desirable

Provide comprehensive admin and reception support to Perioperative Services to support the delivery of safe, high-quality patient care. Act as a first point of contact for patients, relatives, and visitors within perioperative and admissions areas, responding in a professional, courteous, and sensitive manner. Communicate effectively with medical and nursing staff, GP's, and other departments to ensure timely and accurate information sharing. Receive patients into perioperative areas, recording attendance and updating patient details on Trakcare. Prepare, update, and distribute theatre operating lists, ensuring changes are communicated promptly to relevant teams. Collate, check, file, and upload perioperative documentation, maintaining accurate and complete patient healthcare records in line with Trust procedures. Answer incoming telephone calls, manage enquiries appropriately, and escalate complex issues when required. Maintain admin systems, ensuring data accuracy and confidentiality.
Undertake general admin duties including email management, scanning, photocopying, and document control. Work under the direction of the Admin Team Lead and Service Manager to ensure continuity of admin cover across Perioperative Services, providing flexible support to other departments when required. Participate in relevant training and development and maintain high standards of professionalism, organisation, and patient-centred service delivery.

South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust now form University Hospitals Tees and as such you may be required to work at any site across both Trusts.

At North Tees & Hartlepool NHS Foundation Trust, we want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development.

We support the 'Making Every Contact Count'approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

The Ward Clerk / Receptionist provides comprehensive administrative and reception support to Perioperative Services, including Theatre and Day Case Units, to support the delivery of safe, high-quality, patient-centred care. The role acts as a key point of contact for patients, relatives, and clinical teams, ensuring efficient coordination of perioperative activity within a busy healthcare environment.
You will act as a first point of contact for patients, relatives, and visitors, providing a professional, courteous, and supportive service.
Communicate effectively with medical and nursing staff, GP's, and other departments to ensure accurate and timely information sharing.
Receive patients into perioperative areas, recording attendance and updating details on the Trust's electronic Trakcare system.
Prepare, update, and distribute theatre operating lists, ensuring changes are communicated promptly.
Collate, check, upload, and file perioperative documentation, maintaining accurate patient healthcare records.
Answer and manage telephone enquiries, resolving routine issues and escalating complex queries appropriately.
Maintain administrative systems using approved Trust software, ensuring data accuracy and confidentiality.
Undertake general administrative duties including email management, scanning, photocopying, and document control.
Work under the direction of the Admin Team Lead and Service Manager, providing flexible administrative cover across Perioperative Services and supporting other departments when required.
Participate in training and development and maintain high standards of professionalism and organisation.