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Cardiology Clerk / Receptionist - Apprentice Hereford Hospitals NHS Trust

To provide a comprehensive service for the Cardiology Department. To support the departments through cross covering as a Receptionist in Heart & Lung department supporting the smooth running of the clinics and as a Departmental Clerk managing the flow of notes in and out of the Cardiology department.

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Closing date: 23 Sep 2021

Apprenticeship summary

  • Weekly wage


    Wages explained

    Apprentices are paid for their normal working hours and training that's part of their apprenticeship (usually one day per week).

    Minimum Wage Rates

  • Working week

    Monday - Friday, hours are to be confirmed.

    Total hours per week: 37.50

  • Expected duration

    15 months

  • Possible start date

    24 Sep 2021

  • Date posted

    23 Jun 2021

  • Apprenticeship level

    Level 2 (GCSE)

  • Reference number


  • Positions

    1 available


To provide a comprehensive service for the Cardiology Department.  To support the departments through cross covering as a Receptionist in Heart & Lung department supporting the smooth running of the clinics and as a Departmental Clerk managing the flow of notes in and out of the Cardiology department. Being responsible for accurate and timely data entry on the Electronic Patient Record System (EPR), ensuring all patient records are accurate and up to date across the notes and the EPR Systems. When required, assisting in other Reception areas throughout the hospital.


  • To work across both roles as an Outpatient Receptionist and when required, as a Departmental Clerk ensuring appropriate cross cover between colleagues.
  • To provide a comprehensive clerical service to the Cardiology team, undertaking work-related correspondence, photocopying, filing, retrieval of documents and patient case notes, according to the requirements of the service, recording the movement of notes on the Electronic Patient Record (EPR) Systems.
  • To greet patients in a professional and friendly manner, providing them with all relevant clinic information such as the clinician they will be seeing, clinic delays, direction to the waiting room, etc.
  • To confirm patient attendance on the EPR System by arriving patients in an accurate and timely manner and ensuring patient demographics are up to date. To arrange follow up appointments for patients following clinician outcome in clinic.
  • Organising and maintaining the departments’ notes filing systems.
  • Maintain efficient office systems associated with good office management assisting with the monitoring of standards and with the implementation of action plans to improve quality of services.
  • To gain an understanding and knowledge of the referral to treatment pathways to ensure outcomes of clinic appointments are correctly entered into the EPR System.

Administrative Responsibilities

  • To communicate between Heart & Lung Reception and the Departmental Clerks’ office ensuring all notes and referral letters have been received and filed in time for clinic set up.
  • Opening the post, date stamping, and distributing appropriately.
  • Opening internal notes post, distributing as appropriate and booking through EPR.
  • Update and maintain patient tracking records, according to the agreed quality standard, filing essential documents in the appropriate place. 
  • To electronically book, retrieve, track and record the movement of patient notes.
  • Be able to use the required electronic systems for correspondence, recording, retrieval and maintenance of information, as and when required.
  • To liaise with medical secretaries for advice on appointment allocation and that patients are seen within the correct timescale.
  • To answer the phone in a professional and courteous manner at all times, ensuring messages are relayed and actioned in an appropriate and timely fashion.
  • To keep up to date with EPR System updates and ensure high quality data input at all times.
  • Ensure that notes are complete and that correspondence and investigation results are filed correctly before the notes are returned to health records.
  • To ensure all health records are present prior to clinic with all relevant paperwork and communicating with the relevant clerks for clinic set up.
  • To ensure effective communication with colleagues and other health care staff.
  • Assist in resolving day to day problems that relate to the role.

Service Delivery Responsibilities

  • To maintain confidentiality at all times.
  • To ensure patients’ care, comfort and safety are maintained at all times.
  • To maintain a tidy and clean working area at all times adhering to relevant health and safety guidelines.
  • To present at all times a professional approach in terms of conducts, punctuality and appearance.

Training & Development:

  • To maintain up to date skills as required to provide an efficient service.
  • Attend all annual mandatory training both classroom based and e-learning.
  • Maintain a personal portfolio and to attend an annual Staff Performance and Development Review (SPDR) with the appropriate Admin Manager /Operational Support Manager.
  • To maintain up to date skills as required to provide an efficient service

General Information

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. The post holder will be required to comply with all policies and procedures issued by and on behalf of Wye Valley NHS Trust.

Requirements and prospects

Desired skills

  • Effective verbal and written communication skills
  • Good interpersonal skills at all levels
  • Experience of working in a team environment
  • Ability to deal with several projects at the same time
  • Fluency and numerical ability
  • Previous clerical experience including filing, data retrieval and photocopying
  • Word processing / typing qualification or equivalent experience would be an advantage
  • Previous experience of dealing with the public

Personal qualities

  • Calm with the ability to work well under pressure
  • Ability to work on own initiative
  • Ability to work unsupervised
  • Effective and sensitive handling of difficult information and situations
  • Flexible and adaptable
  • Motivated
  • Reliable
  • Willingness to learn and develop new skills
  • Good time keeper
  • Able to meet moving and handling requirements of the job with any aids or adaptions that may be necessary

Desired qualifications

Good general education.

Future prospects

Potential for a full time role, however please note that unfortunately this cannot be guaranteed.

Things to consider

Are you able to travel to the workplace location on a daily basis within working hours?

Please note that are parking charges at Hereford Hospital.

The Apprenticeship National Minimum Wage guide (ANMW):

About the employer

Wye Valley NHS Trust provides health services to the people of Herefordshire and further afield. The Trust exists to improve the wellbeing, independence and health of the people we serve.

Our workforce of around 3,000 provides a range of specialist and generalist functions. We have strong clinical network connections with trusts in Birmingham, Worcester, Gloucester and Cardiff.

With an annual turnover of around £180 million, serving a population of 180,000, the Trust is one of the smallest rural District General Hospitals in England. We work hard to deliver across traditional boundaries to provide integrated care, in order to deliver a standard of care we would want for ourselves, our families and friends.


Hereford Hospitals NHS Trust


County Hospital

Stonebow Road



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Training provider


Applications for this apprenticeship are being processed by Riverside Training Ltd

  • Customer Service Practitioner (Level 2) 
  • Functional Skills if required 
  • Any other job specific training as required

Apprenticeship standard

Customer service practitioner

Level 2 (GCSE)

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