Assistant Medical Secretary – Secondment CoverNHS

Job summary

The purpose of this role is to provide comprehensive secretarial and administrative support to Clinical teams, working independently to manage and prioritise workload in line with operational standards. The post holder will ensure the smooth running of the department by maintaining accurate patient records, coordinating appointments, managing correspondence using digital/AI dictation systems, and managing general administrative tasks. The role supports the patient experience through timely communication with patients and clinical staff, and assists Medical Secretaries with the administrative management of patient pathways. Flexibility to work across the Directorate as service needs require is essential.

Main duties of the job

• Provide secretarial and administrative support to Consultants, Nursing staff, and other clinical colleagues.
• Handle telephone calls and queries courteously and professionally, ensuring effective communication across the multidisciplinary team.
• Ensure all duties comply with confidentiality, data protection, Trust policies, and safe systems of work.
• Undertake any additional duties as required by the Admin Lead, Deputy General Manager, Medical Secretaries, or clinical staff, appropriate to the role.
• Book outpatient new and follow-up appointments according to departmental procedures, ensuring efficient use of clinic slots and consideration of patient needs.
• Support the validation and management of outpatient waiting lists, ensuring accuracy and timeliness in line with Trust standards.
• Carry out departmental validation tasks, including updating outcomes and amending database information.
• Support departmental data quality initiatives, including validation of waiting lists and EPR information.
• Cover for Medical Secretaries during leave or absence, including validation and updating of patient tracking lists.
• Maintain good working relationships across the Directorate to improve service effectiveness and efficiency.
• Maintain a comprehensive knowledge of medical terminology and conditions treated within the department.

Job description

The purpose of this role is to provide comprehensive secretarial and administrative support to Clinical teams, working independently to manage and prioritise workload in line with operational standards. The post holder will ensure the smooth running of the department by maintaining accurate patient records, coordinating appointments, managing correspondence using digital/AI dictation systems, and managing general administrative tasks. The role supports the patient experience through timely communication with patients and clinical staff, and assists Medical Secretaries with the administrative management of patient pathways. Flexibility to work across the Directorate as service needs require is essential.

For more information about the role and responsibilities please see the attached job description.

About us

Easily accessible from Hereford, Worcester, Gloucester, Monmouth, and South Wales -- offering the chance to work in a beautiful rural setting with strong community connections.

Wye Valley NHS Trust is a member of an NHS Foundation Group with South Warwickshire NHS FT , the George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS 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 we'd want for our family and friends.

More than 3,500 people work for the Trust - they tell us it's 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.

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...all the time.