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If you’ve searched “Ward Clerk job description” online, you’ve probably seen the same thing over and over: a bland list of bullet points, a vague company blurb, and maybe a line about “other duties as assigned.”
Here’s the problem — those generic posts don’t attract the kind of Ward Clerk you actually want to hire.
They don’t tell candidates why your hospital, clinic, or care facility is worth working for. They don’t show what the role really involves day-to-day. And they definitely don’t inspire the kind of reliability, empathy, and attention to detail you need in a healthcare support role.
In this guide, we’re going to change that.
We’ll break down exactly what a Ward Clerk does, show you two proven job description templates (one for experienced hires, one for those you’re willing to train), and explain why they work so well. You’ll also see a “bad example” to avoid, bonus tips to make your post stand out, and a quick copy-paste template you can customize in minutes.
Before we dive in, you might want to check out our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/ — it explains why so many job posts fail to convert great applicants, and the simple structure that makes yours irresistible.
Let’s start by making sure we’re on the same page about what this role actually is.
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What A Ward Clerk Actually Does - Their Roles
A Ward Clerk — sometimes called a Unit Clerk, Ward Secretary, or Nursing Ward Receptionist — is the organizational backbone of a hospital ward or care unit.
They’re the first point of contact for visitors, patients, and healthcare staff entering the ward. They keep the unit running smoothly by handling patient records, coordinating communication between departments, and making sure the right information reaches the right people at the right time.
It’s a role that blends administrative skill with people skills.
Yes, you’ll often find them updating charts, processing admissions, scheduling tests, and keeping supplies stocked — but they’re also the reassuring voice on the phone for a worried family member, or the calm, organized presence that helps nurses and doctors focus on patient care.
That’s why the best Ward Clerks aren’t just detail-oriented. They’re empathetic, patient, and professional under pressure. They understand the rhythm of a healthcare environment, and they know how to balance accuracy with compassion.
Two Great Ward Clerk Job Description Templates
We’ll provide two tailored job description options:
1.✅ Option 1: For employers looking to hire an experienced candidates with prior experience.
2.Option 2: For employers open to hiring entry-level candidates or those willing to train someone with potential.
Template 1 – Job Description For Experienced Ward Clerks
📌 Job Title: Ward Clerk – Medical/Surgical Unit (Riverside General Hospital)
🏥 Location: Riverside, TX
💼 Type: Full-Time | On-Site
💰 Salary: $18.50 – $22.00/hour (DOE)
🕒 Schedule: Monday–Friday | 8:00 AM – 4:30 PM
🎥 A quick intro from our Unit Manager: [Insert Loom/YouTube link]
Who We Are — Riverside General Hospital
Riverside General is a mid-sized, 180-bed community hospital serving families across East Texas for more than 30 years. Our Med/Surg unit handles a steady mix of post-op, step-down, and chronic care patients, supported by a close-knit team of nurses, hospitalists, and allied health professionals. We’re known for our warm bedside manner, quick care coordination, and a culture that values humility, reliability, and clear communication.
About the Role
As the Ward Clerk for our Med/Surg unit, you’ll be the coordination hub—managing patient charts, admissions/discharges/transfers (ADTs), and cross-unit communications so clinicians can focus on patient care. You’ll ensure information moves accurately and fast.
What You’ll Do
- Welcome and direct patients, family members, and visitors.
- Process ADTs and maintain accurate patient records (EMR).
- Answer phones, route calls/messages, and page staff as needed.
- Coordinate orders for labs, imaging, and transport.
- Track supplies and support unit logistics (labels, wristbands, forms).
What We’re Looking For
- 2+ years as a Ward Clerk/Unit Secretary (Med/Surg preferred).
- Strong EMR proficiency (Epic/Cerner/Meditech or similar).
- Calm under pressure; excellent verbal/written communication.
- High attention to detail and confidentiality (HIPAA).
Perks & Benefits
- Medical, dental, vision (eligible Day 1 for full-time staff).
- 401(k) with employer match after 6 months.
- 15 days PTO + 8 paid holidays; shift swap flexibility.
- Tuition reimbursement (clinical & admin pathways).
- Free parking; uniform stipend; on-site cafeteria discount.
Why This Role Is a Great Fit
- Your organization fuels real patient outcomes—your accuracy keeps care moving.
- Tight, supportive team that values clear communication and ownership.
- Growth pathways into Patient Access, Health Information, or Unit Coordinator roles.
- A steady unit rhythm (no day is the same) where your reliability truly shows.
📥 How to Apply
We respond to every application. Apply via WorkScreen: [Insert WorkScreen application link]. You’ll complete a short, skill-focused evaluation so we can understand your strengths fairly and quickly.
Template 2 – Job Description For Entry-Level / Willing-to-Train Ward Clerks
📌 Job Title: Ward Clerk – Women’s & Children’s Services (Training Provided)
🏥 Employer: Meadowview Community Hospital
📍 Location: Portland, OR
💼 Type: Full-Time | On-Site
💰 Salary: $16.50 – $19.00/hour
🕒 Schedule: Rotating shifts | Includes weekends/evenings
🎥 Meet the Nurse Manager (2-min video): [Insert Loom/YouTube link]
Who We Are — Meadowview Community Hospital
Meadowview is a 120-bed nonprofit hospital on Portland’s east side, with a reputation for compassionate, family-centered care. Our Women’s & Children’s Services team supports labor & delivery, postpartum, and pediatrics. We believe great care starts with a calm, organized unit and a kind first hello.
About the Role
No hospital experience? We’ll train you. If you’re organized, friendly, and a fast learner, you’ll help keep our unit running: greeting families, updating charts, coordinating calls, and supporting nurses so patients get timely, attentive care.
What You’ll Do
- Greet patients/visitors and provide directions or assistance.
- Update patient information and file documents in the EMR.
- Answer phones, relay messages, and coordinate with other units.
- Schedule tests/appointments; arrange transport as needed.
- Keep workstations stocked and tidy; prep daily forms and labels.
What We’re Looking For
- High school diploma or equivalent.
- Comfortable with computers; we’ll teach you the EMR.
- Friendly, discreet, reliable; clear communicator.
- Able to stay composed in a busy, family-focused environment.
Perks & Benefits
- Health, dental, vision after 90 days; employee assistance program.
- 12 days PTO first year + differentials for evenings/weekends.
- Transit/commuter benefits; meal stipend on eligible shifts.
- Paid training + assigned mentor for your first 60 days.
Why This Role Is a Great Fit
- A welcoming unit where your people skills matter as much as your admin skills.
- Clear training path—build a healthcare career even if you’re new to hospitals.
- Purpose-driven work supporting moms, babies, and pediatric patients.
- Supportive leadership that values patience, empathy, and initiative.
📥 How to Apply
Apply via WorkScreen: [Insert WorkScreen application link]. We review every application, keep you updated, and use a quick, fair skills evaluation—no experience required.
Hiring doesn’t have to be hard.
If your hiring process is stressful, slow, or filled with second-guessing—WorkScreen fixes that. Workscreen helps you quickly identify top talent fast, eliminate low-quality applicants, and make better hires without the headaches.
Breakdown of Why These Ward Clerk Job Posts Work
1. The Titles Are Specific and Role-Driven
- “Ward Clerk – Medical/Surgical Unit (Riverside General Hospital)” tells candidates exactly where they’ll work, what type of unit it is, and the employer’s name.
- This instantly filters in the right applicants and increases relevance in job board searches — far more effective than just “Ward Clerk.”
2. Video Element Builds Trust and Connection
- Including a short Loom/YouTube video from the unit or nurse manager humanizes the post and gives candidates a glimpse of their future workplace.
- This makes your post stand out visually on career pages and helps you connect emotionally before the first interview.
3. Company Introductions Are Real, Not Generic
- Instead of “We are a hospital that values patients,” the posts give concrete details: bed count, type of patients, location, years of service, and reputation in the community.
- Candidates can see the scale and culture of the workplace before applying, which improves alignment and retention.
4. Warm “About the Role” Sections
- These aren’t just task lists. They explain why the role matters and how it fits into the bigger mission of patient care.
- This turns administrative work into meaningful, mission-linked responsibilities.
5. Responsibilities Show Impact, Not Just Actions
- Tasks like “process ADTs” are paired with context: “so clinicians can focus on patient care.”
- This framing shows how the clerk’s accuracy directly supports health outcomes.
6. Qualifications Are Clear and Non-Exclusionary
- Experienced version is precise about system skills (Epic, Cerner, Meditech).
- Entry-level version removes barriers by stating “No hospital experience? We’ll train you,” which broadens your candidate pool while still filtering for the right traits.
7. Perks & Benefits Are Separated From Role Fit
- Listing tangible benefits (insurance, PTO, uniform stipend) builds trust and signals transparency.
- Separating “Why This Role Is a Great Fit” keeps the motivational pitch distinct from the practical incentives — so both land clearly.
8. Culture Is Embedded Throughout
- Instead of claiming “team-oriented,” the posts show it — mentioning supportive leadership, mentor programs, and recognition for reliability.
- Culture statements are reinforced in multiple sections, so they feel genuine.
9. The Application Process Is Respectful and Modern
- Both templates promise responses to all applicants and explain the WorkScreen evaluation step upfront.
- This reduces application anxiety and shows you value each candidate’s time — a major differentiator in healthcare recruiting.
10. WorkScreen CTA Aligns with Role Demands
- For healthcare admin positions, detail orientation and reliability are critical.
- The WorkScreen skill evaluation naturally supports this by giving you objective performance-based scoring before interviews, which candidates can appreciate as fair.
Example of a Bad Ward Clerk Job Description (And Why It Fails)
❌ Bad Job Post Example
📌 Job Title: Ward Clerk
🏥 Location: City Hospital
💼 Type: Full-Time
Job Summary
We are looking for a ward clerk to handle administrative duties in the hospital ward. The ideal candidate will perform clerical tasks, assist staff, and maintain records.
Responsibilities
- Answer phones and direct calls.
- File patient records.
- Assist with paperwork.
- Perform other duties as assigned.
Requirements
- High school diploma or equivalent.
- Good communication skills.
- Ability to work in a team.
How to Apply
Send your CV and cover letter to hr@cityhospital.com. Only shortlisted candidates will be contacted.
Why This Job Post Falls Short
- The Job Title Is Too Generic
- Just “Ward Clerk” gives no context: not the unit, not the type of hospital, not even the department culture. It’s forgettable and doesn’t stand out on job boards.
- Zero Emotional Hook
- The intro is flat and transactional — no mention of mission, team values, or the impact the role has on patient care. Candidates have no reason to get excited.
- No Company Identity
- “City Hospital” tells the reader nothing about the size, location, reputation, or type of care offered. Serious candidates want to know where they’re applying and why it’s worth joining.
- Vague Responsibilities
- “Assist with paperwork” is meaningless without context. It doesn’t show what the clerk actually contributes or how the role supports the team.
- Requirements Are Bare Minimum
- Listing only “high school diploma” and “communication skills” signals you haven’t thought through the real qualities needed for success. This attracts anyone, not the right ones.
- No Perks or Benefits
- Candidates today expect at least a basic outline of pay range, PTO, or other benefits. Leaving it out can be a red flag.
- Cold Application Process
- “Only shortlisted candidates will be contacted” feels dismissive and outdated. It tells candidates they’ll probably be ignored and doesn’t respect their time.
- No Personality in the CTA
A single email address and no human touch or encouragement in the closing line means this post blends into the background noise of online job boards.
Bonus Tips to Make Your Ward Clerk Job Post Stand Out
Most employers stop at “Responsibilities” and “Requirements.”
If you want your Ward Clerk job post to pull in the right candidates — those who are organized, reliable, and thrive in patient-facing environments — you need to go beyond the basics.
Here are proven extras you can add:
1. Add a Security & Privacy Notice for Applicants
This builds trust from the very first interaction and shows you take candidate safety seriously.
Example:
We take the security and privacy of all applicants seriously. We will never request payment, bank account details, or personal financial information at any stage of the hiring process. All applications are processed securely through our official hospital channels.
2. Mention Leave Days or Flex Time
Ward Clerk roles can involve irregular hours or high workloads — letting candidates know they’ll have time to recharge makes your offer more attractive.
Example:
Enjoy 15 days of paid time off plus 8 paid holidays each year, with flexible shift swaps available to help you balance work and life.
3. Highlight Training & Growth Opportunities
Even experienced Ward Clerks want to know they can advance.
Example:
We offer tuition reimbursement for healthcare-related courses, as well as a clear path to grow into Unit Coordinator, Patient Access Supervisor, or Health Information roles.
4. Include a Short Video From the Hiring Manager
A 1–2 minute Loom or YouTube video from the unit manager builds connection and gives candidates a “feel” for the workplace. It also sets your post apart visually in listings.
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
5. Share “A Day in the Life” Highlights
This makes the role tangible and helps candidates self-select in or out.
Example:
You’ll greet patients and visitors, update charts, relay calls, and coordinate orders for labs and imaging — all while keeping the ward running smoothly so clinicians can focus on care.
6. Reference Your Patient or Community Impact
Healthcare admin roles are more fulfilling when candidates see the bigger picture.
Example:
Every chart you update, every call you route, and every form you file directly supports faster, safer care for our patients and their families.
7. Make Your Application Promise Public
If you commit to responding to every applicant or providing updates within a set timeline, say so in your post. It signals respect and professionalism — a big differentiator in hiring.
Example:
We value your time. Every applicant will receive a response, and we’ll update you within two weeks of your application.
AI Caution: How to Use AI the Right Way for Job Posts
Lately, it feels like every hiring manager is using AI to write job descriptions — and even some applicant tracking systems (ATS) like Manatal and Workable have “one-click” job post generators built in.
Here’s the problem: when you let AI create a Ward Clerk job description with no context, you get something that looks just like the bad example we showed earlier — generic, soulless, and completely disconnected from your hospital’s culture.
Why Blind AI Use Hurts Your Hiring
- It produces generic, recycled phrasing — your post blends in with hundreds of others.
- It attracts the wrong candidates — people applying to anything, not those suited for the unit’s pace, patient load, or culture.
- It weakens your employer brand — a job post is often a candidate’s first impression of your hospital. If it feels cookie-cutter, so will your workplace.
The Smarter Way to Use AI
AI can still be a powerful ally — if you feed it the right ingredients and use it to polish, not replace, your own input.
The Wrong Way:
“Write me a job description for a Ward Clerk at a hospital.”
The Right Way:
Give AI specific, real information, like this:
“Help me write a job post for our hospital, Riverside General (180-bed community hospital in Riverside, TX). We’re hiring a Ward Clerk for our Med/Surg unit to manage ADTs, patient records, and communication flow. Our culture is team-oriented, patient-first, and we value accuracy, calmness under pressure, and clear communication. The role pays $18.50–$22/hour with full benefits and PTO. We also offer tuition reimbursement and flexible shifts. Here’s our hiring process: [Explain clearly]. Here are a few notes I’ve written to get you started: [paste your notes]. Please make the post conversational and highlight our values.”
This way, AI becomes your editor and organizer, helping you:
- Smooth out your writing.
- Refine tone.
- Organize structure for readability.
- Highlight selling points without losing authenticity.
Build a winning team—without the hiring headache.
WorkScreen helps you hire fast, confidently, and without second-guessing.
Quick Copy-Paste Job Description Templates
We get it — sometimes you just need something fast.
Maybe you’ve already read this guide and know what makes a strong Ward Clerk job post. But you still want a solid starting point you can copy, paste, and tailor to your hospital in minutes.
That’s what this section is for.
✏️ Important Reminder:
Don’t copy this word-for-word and expect magic.
This is a foundation, not a final draft.
Add a Loom video, inject your team culture, and edit the details to reflect your actual company.
In this section, you’ll find two ready-to-use job description templates for quick copy-paste use — but please remember, like we mentioned above, don’t just copy them word-for-word and expect results.
Think of these as starting points, not final drafts.
- Option 1: A more conversational, culture-first job description that highlights personality and team fit.
- Option 2: A more structured format, including a Job Brief, Responsibilities, and Requirements for a traditional approach.
✅ Option 1: Conversational Job Description (Culture-First Style)
Job Title: Ward Clerk – Keep the Unit Running Smoothly at [Company Name]
💼 Location: [On-Site/Hybrid/Remote] (HQ: [City, State])
🕒 Type: [Full-Time/Part-Time]
💰 Salary Range: [$X.XX – $Y.YY]/hour
🎥 A quick hello from your [Unit/Department] Manager: [Insert Loom/YouTube link]
Who We Are — [Company Name]
Founded in [Year], [Company Name] is a [bed count]-bed [nonprofit/community/academic] hospital serving [Region]. Our [Unit/Department Name] delivers coordinated care for [patient types, e.g., post-op, pediatrics, step-down] with a team known for [two culture traits, e.g., calm communication + reliability].
About the Role
You’re the communication hub of [Unit/Department]—managing admissions, discharges, and transfers (ADTs), keeping patient records accurate, and ensuring information flows quickly between teams so clinicians can focus on care.
What You’ll Do
- Welcome and direct patients, families, and visitors.
- Process ADTs and update patient records in [EMR name, e.g., Epic/Meditech].
- Answer phones, route calls, and page staff promptly.
- Coordinate orders with labs, imaging, and transport.
- Track supplies and keep workstations organized.
What We’re Looking For
- [2+] years as a Ward Clerk/Unit Secretary [or similar] in [unit type].
- Proficiency with [EMR/HIS] and basic office tools.
- Clear, courteous communicator; calm under pressure.
- High attention to detail and HIPAA awareness.
Perks & Benefits
- Medical, dental, vision [eligibility timing]
- [X] days PTO + [Y] paid holidays; shift-swap flexibility
- 401(k) with [employer match %] after [timeframe]
- Tuition reimbursement [areas covered]
- [Uniform stipend/parking/cafeteria discount/transit benefits]
Why This Role Is a Great Fit
- Your accuracy directly improves patient flow and outcomes.
- Supportive teammates and leadership that recognize reliability.
- Clear growth paths into [Patient Access/Health Information/Unit Coordinator].
📥 How to Apply
Apply via WorkScreen: [Insert WorkScreen link]. We review every application and keep you updated throughout a fair, skills-focused process.
✅ Option 2: Structured “Job Brief + Responsibilities + Requirements” Style
Job Title: Ward Clerk – [Unit/Department Name] at [Company Name]
💼 Location: [On-Site/Hybrid/Remote] (HQ: [City, State])
🕒 Type: [Full-Time/Part-Time]
💰 Salary Range: [$X.XX – $Y.YY]/hour
Job Brief
[Company Name] seeks a Ward Clerk to support [Unit/Department]. You’ll coordinate communications, maintain accurate patient records, and keep everyday operations running smoothly for staff, patients, and families.
Responsibilities
- Greet/assist patients, families, and visitors.
- Maintain charts; update data in [EMR/HIS].
- Answer phones; route calls/messages; page staff.
- Schedule tests/appointments; arrange transport.
- Monitor supplies and prepare daily forms/labels.
Requirements
- High school diploma or equivalent.
- Basic computer skills; [we’ll train you on EMR/HIS].
- Professional, empathetic communicator; team player.
- Organized, detail-oriented, and composed in a busy unit.
Perks & Benefits
- Health, dental, vision [eligibility timing]
- [X] days PTO + [Y] paid holidays/differentials
- Paid training + assigned mentor for [first N days/weeks]
- Growth opportunities across [admin/clinical support paths]
📥 How to Apply
Apply via WorkScreen: [Insert WorkScreen link]. We respond to all applicants and outline next steps clearly.
Let WorkScreen Handle the Next Step
You’ve now got a job post that stands out and speaks directly to the kind of Ward Clerk you want on your team. But writing the post is just the first step — the real challenge is sorting through applications to find the right fit quickly.
That’s where WorkScreen.io comes in.
With WorkScreen, you can:
- Quickly identify your most promising candidates
WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—making it easy to spot top talent, save time, and make smarter, data-driven hiring decisions.
- Easily administer one-click skill tests
With WorkScreen, you can administer one-click skill tests to assess candidates based on real-world ability—not just credentials like résumés and past experience. This helps you hire more confidently and holistically.
- Eliminate low-effort applicants
WorkScreen automatically eliminates low-effort applicants who use AI Tools to apply, copy-paste answers, or rely on “one-click apply.” This way, you focus only on genuine, committed, and high-quality candidates—helping you avoid costly hiring mistakes.
The result?
You hire faster, reduce costly hiring mistakes, and build a stronger, more reliable team.
📥 Start hiring smarter today
Post your Ward Clerk role through WorkScreen.io, share your link, and let us help you find the people who’ll keep your unit running like clockwork.
Frequently Asked Questions - Ward Clerk Job Description
Beyond basic administrative ability, strong Ward Clerks have exceptional attention to detail, can multitask in fast-paced environments, and maintain professionalism under pressure. They’re comfortable with medical terminology, can quickly learn hospital information systems, and have excellent interpersonal skills for interacting with patients, families, and healthcare staff. Confidentiality and discretion are also essential due to the sensitive nature of patient records.
In the United States, Ward Clerks typically earn between $30,000 and $42,000 per year (about
$15–$20 per hour) depending on location, type of healthcare facility, and years of experience. Urban hospitals or specialized units may offer higher rates, while smaller facilities may fall on the lower end of the range.
While the terms are often used interchangeably, some hospitals distinguish them by scope. A Ward Clerk may focus more on a specific ward’s administrative needs, whereas a Unit Secretary could handle broader clerical functions across multiple units. In many facilities, however, the roles are identical.
Formal medical training isn’t always required, but familiarity with healthcare environments is a plus. Many hospitals provide on-the-job training, especially in areas like medical terminology, electronic medical records, and patient data confidentiality.
