Job overview

The purpose of this job is to provide secretarial support to the Respiratory Team.

This job description is not intended to be an exhaustive list of duties, but merely to highlight the current main responsibilities of the post.  The Trust reserves the right to change terms from time to time.  Along with your main duties; you will also be expected to carry out any other duties that are reasonably asked of you.  It may be reviewed from time to time in agreement with the post holder and line manager of the Service Unit. The post holder will be required to comply with all policies and procedures issued by and on behalf of Wye Valley NHS Trust.

Main duties of the job

• Audio typing and reviewing patient letters and reports from digital dictation
• Forwarding letters/reports by either: - post, telephone or e-mail as required.
• Answering departmental phone calls in a courteous and professional manner.
• To liaise with patients and provide non clinical advice such as dates and times of clinic appointments.
• To be able to assess nature of enquiry and deal with appropriately, asking advice from the Band 4 Medical Secretaries if necessary.
• Open, prioritise and date stamp mail daily.
• To use own initiative and manage own work load under the guidance of the Band 4 Medical Secretary.
• Ensure all patient notes retained in the office or sent out of the office are traced on Patient Administration System (EPR Maxims).
• Liaise with Clinical Site Managers, Fred Bulmer Medical Day Case Unit, MacMillan Renton Unit and other medical wards regarding patients’ impending admissions for procedures.
• Ensure the patients record on maxims is complete, correspondence scanned onto Maxims and follow-up action is taken. 
• Obtain urgent radiology reports off the computerized reporting system when required.
• Maintain an up-to-date knowledge of Departmental procedures.
• Obtain patients’ hospital notes from Health Records and other Departments.
• To understand the 18 week pathway for patients and undertake any relevant training required.
• To be able to undertake validation and 18 week tracking of patients with the guidance of the Band 4 Medical Secretary.

Working for our organisation

Wye Valley NHS Trust is a member of an NHS Foundation Group with South Warwickshire University NHS FT, George Eliot Hospital NHS Trust and Worcestershire Acute NHS Hospitals Trust.

Located on the border with Wales in the shadow of the Black Mountains, we provide acute and community services across Herefordshire and into parts of Powys and run Hereford County Hospital and the community hospitals in Bromyard, Leominster and Ross-on-Wye.

We are a progressive and forward looking trust with ambitious plans to improve quality and integrate patient pathways through close collaborative working with our partners to deliver the quality of care wed want for our family and friends.

More than 3,000 people work for the Trust they tell us its a great place to work, blending the busyness of a DGH with the benefits of working in a beautiful rural and unspoilt county like Herefordshire.

We can offer a great work-life balance and have a fine tradition of working with staff to help them achieve their full potential.

Russell Hardy, Trust Chairman: “The strength of the Trust is its amazing staff; a great place to work, a great place to develop your career and a great place to reach your potential.”

Our values -Care, Accountability, Respect and Excellence - are at the heart of all we do. We believe in providing the right care in the right place at the right time.