Ward Co-ordinator/ Ward Clerk

2 weeks ago


Sheffield, United Kingdom Sheffield Children's Full time

Sheffield Children’s NHS Foundation Trust
An exciting opportunity has arisen to join the CWAMHS Care Group. We are seeking an enthusiastic & motivated individual to provide an efficient and effective clerical service to the Sheffield Child and Adolescent Mental Health Service, to support the Assessment Clinic Pathway.
The post holder will be expected to prioritise their own workload to ensure appointment bookings and waiting list management are in line with the Trust waiting time standards and the Trust Access Policy, seeking reference from the Supervisor as required.
The post holder will work to defined working procedures to maximise effective use of clinic capacity and help ensure the Trust meets local and national waiting time targets.
A significant responsibility of the role is waiting list management and clinic coordination, alongside delegation and supervisory approaches to Booking Coordinators where required.
Manage bookings, cancellation, and reduction of clinics according to departmental guidelines.
Adjust clinic booking as per departmental guidelines, adding or amending clinic appointment slots to maximise clinic capacity to assist in effective utilisation of clinic slots.
Maintain waiting lists, monitoring patients on the list to ensure all patients are seen within the required target dates.
Monitor and feedback issues concerning utilisation of clinic capacity to achieve waiting times so that remedial action can be taken.
Co-ordinate the effective utilisation of clinic slots
Monitor and circulate departmental information, such as notice for cancellation of clinics
Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
Outstanding patient care
Leader in children's health
generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Manage bookings, cancellation, and reduction of clinics according to departmental guidelines, coordinating and/or rearranging patient appointments if required and ensuring waiting times do not exceed the Trust target. Adjust clinic booking as per departmental guidelines, adding or amending clinic appointment slots to maximise clinic capacity to assist in effective utilisation of clinic slots.
Maintain waiting lists, monitoring patients on the list to ensure all patients are seen within the required target dates.
Monitor and feedback issues concerning utilisation of clinic capacity to achieve waiting times so that remedial action can be taken.
Co-ordinate the effective utilisation of clinic slots
Monitor and circulate departmental information, such as notice for cancellation of clinics
Establishing good levels of communication and liaison with other staff and departments to ensure the smooth running of clinics.
Use of SystmOne and other local systems
Make/change/cancel clinic appointments.
Responsibility for ensuring all data entered on SystmOne is accurately recorded, with particular regards to ensuring no duplicate patient bookings are made.
Collating information for monitoring and reporting of referral list, waiting times information and clinic utilisation.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. Gilbert7@nhs.net
This will support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity and Inclusion. Gilbert7@nhs.net
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
Respect value differences, tackling inequality and fostering a culture of inclusion
Excellence delivering a high-quality standard of care
Proof of appropriate continuous professional development

Previous experience of developing and implementing new office systems
Good working knowledge of Microsoft Office packages especially excel
Experience in coordination of clinics and clinic utilisation
Experience of working within a NHS Clinic Bookings team
Experience of working in a mental health service
Devising and running office based administrative systems and procedures
Developing, reviewing, and enhancing office systems and practice
Understands confidentiality and upholds Trust policy at all times
Advanced use of comprehensive range of IT software including Word, Excel and email.
Experience of bespoke database systems such as SystmOne.
Adaptable and flexible to cope with fluctuating workloads
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.
Sheffield Children’s NHS Foundation Trust
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