Job summary
The postholder will provide comprehensive administrative and secretarial support to the Acute Liaison Nursing team, ensuring efficient coordination of activities and high-quality service delivery. This role involves managing a wide range of tasks, including:
- Administrative Support: Handling correspondence, telephone communication, mail processing, and diary management.
- Meeting Coordination: Organising and servicing meetings, preparing agendas, taking accurate minutes, and maintaining action logs.
- Data Management: Maintaining referral systems and patient records using Microsoft Excel, WCCIS, and other relevant tools.
- Referral Processing: Managing and monitoring waiting lists, validating demographic data, and supporting timely responses to referrals.
- Information Governance: Maintaining filing systems and electronic records in line with IG and Data Protection standards.
- Team Support: Coordinating calendars, arranging training events and workshops, ordering office supplies, and assisting new starters.
- Service Improvement: Proposing and implementing changes to local policies and procedures to enhance efficiency.
- Judgement and Communication: Exercising discretion when handling enquiries and exchanging information with staff on departmental matters.
The postholder will work independently, prioritising their workload within defined policies and procedures, while contributing to the smooth operation of the Acute Liaison service.
Main duties of the job
-
Administrative and Secretarial Support
- Provide general administrative assistance including mail handling, telephone communication, and diary coordination.
- Arrange and service meetings, including preparation of agendas, accurate minute-taking, and maintaining action logs.
- Order and maintain office supplies.
-
Data and Record Management
- Maintain accurate records, logs, and data reports for Welsh Government monitoring.
- Process referrals and maintain central records to support timely and responsive service delivery.
- Ensure patient data quality by validating demographics and updating records on systems such as WCCIS.
- Maintain and monitor waiting lists, contributing to data validation and partial booking processes.
-
Communication and Coordination
- Support communication between the team, referrers, and other stakeholders.
- Manage team calendars and coordinate liaison nurse availability with referrers and stakeholders.
- Exchange information with staff on departmental matters and procedures, exercising judgement when dealing with enquiries.
-
Service Support and Improvement
- Support service audits and quality improvement tasks.
- Collate and present data required for Directorate and Welsh Government reporting in a timely and accurate manner.
- Propose and implement changes to policies and procedures within own area of responsibility.
- Assist with event planning, including training days and stakeholder workshops.
- Demonstrate own duties to new starters as required.
About us
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Job description
Job responsibilities
Administrative and Secretarial Support
- Provide general administrative assistance including mail handling, telephone communication, and diary coordination.
- Arrange and service meetings, including preparation of agendas, accurate minute-taking, and maintaining action logs.
- Order and maintain office supplies.
- Demonstrate own duties to new starters as required.
2. Data and Record Management - Maintain accurate records, logs, and data reports for Welsh Government monitoring.
- Process referrals and maintain central records to support timely and responsive service delivery.
- Ensure patient data quality by validating demographics and updating records on systems such as WCCIS.
- Maintain and monitor waiting lists, contributing to data validation and partial booking processes.
- Collate and present data required for Directorate and Welsh Government reporting in a timely and accurate manner.
3. Communication and Coordination - Support communication between the team, referrers, and other stakeholders.
- Manage team calendars and coordinate liaison nurse availability with referrers and stakeholders.
- Exchange information with staff on departmental matters and procedures, exercising judgement when dealing with enquiries.
4. Service Support and Improvement - Support service audits and quality improvement tasks.
- Assist with event planning, including training days and stakeholder workshops.
- Propose and implement changes to policies and procedures within own area of responsibility.
Key Skills and Attributes - Strong organisational and time management skills.
- Ability to work independently and prioritise workload.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office (Excel, Word) and experience with WCCIS or similar systems.
- Attention to detail and commitment to data accuracy.
- Understanding of Information Governance and Data Protection standards.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Job description
Job responsibilities
Administrative and Secretarial Support
- Provide general administrative assistance including mail handling, telephone communication, and diary coordination.
- Arrange and service meetings, including preparation of agendas, accurate minute-taking, and maintaining action logs.
- Order and maintain office supplies.
- Demonstrate own duties to new starters as required.
2. Data and Record Management - Maintain accurate records, logs, and data reports for Welsh Government monitoring.
- Process referrals and maintain central records to support timely and responsive service delivery.
- Ensure patient data quality by validating demographics and updating records on systems such as WCCIS.
- Maintain and monitor waiting lists, contributing to data validation and partial booking processes.
- Collate and present data required for Directorate and Welsh Government reporting in a timely and accurate manner.
3. Communication and Coordination - Support communication between the team, referrers, and other stakeholders.
- Manage team calendars and coordinate liaison nurse availability with referrers and stakeholders.
- Exchange information with staff on departmental matters and procedures, exercising judgement when dealing with enquiries.
4. Service Support and Improvement - Support service audits and quality improvement tasks.
- Assist with event planning, including training days and stakeholder workshops.
- Propose and implement changes to policies and procedures within own area of responsibility.
Key Skills and Attributes - Strong organisational and time management skills.
- Ability to work independently and prioritise workload.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office (Excel, Word) and experience with WCCIS or similar systems.
- Attention to detail and commitment to data accuracy.
- Understanding of Information Governance and Data Protection standards.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Person Specification
Skills and Attributes
Essential
- Comfortable liaising with people who may have communication difficulties, including individuals with learning disabilities, hearing loss, or anxiety.
- Ability to manage competing priorities and handle frequent interruptions while maintaining accuracy and attention to detail.
- Excellent interpersonal and customer service skills, including ability to remain composed under pressure.
- Demonstrable administrative/secretarial experience
Desirable
- Experience in health or social care settings
- Experience with WCCIS or similar clinical information systems
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Qualifications and Knowledge
Essential
- Educated to GCSE level or equivalent
- Knowledge of secretarial or administrative procedures and systems, such as answering queries, progress chasing and task related problem solving, acquired through experience and training to Vocational Level 3 or equivalent demonstrable level of knowledge and experience
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Standard keyboard skills
Desirable
- Knowledge of Welsh Government reporting processes
Experience
Essential
- Experience working in a busy team-based environment
- Experience managing data and producing reports
- Demonstrable administrative/secretarial experience
Desirable
- Experience handling sensitive or confidential patient information.
- Experience managing or supporting waiting list administration.
- Knowledge of Welsh Government reporting processes
Person Specification
Skills and Attributes
Essential
- Comfortable liaising with people who may have communication difficulties, including individuals with learning disabilities, hearing loss, or anxiety.
- Ability to manage competing priorities and handle frequent interruptions while maintaining accuracy and attention to detail.
- Excellent interpersonal and customer service skills, including ability to remain composed under pressure.
- Demonstrable administrative/secretarial experience
Desirable
- Experience in health or social care settings
- Experience with WCCIS or similar clinical information systems
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Qualifications and Knowledge
Essential
- Educated to GCSE level or equivalent
- Knowledge of secretarial or administrative procedures and systems, such as answering queries, progress chasing and task related problem solving, acquired through experience and training to Vocational Level 3 or equivalent demonstrable level of knowledge and experience
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Standard keyboard skills
Desirable
- Knowledge of Welsh Government reporting processes
Experience
Essential
- Experience working in a busy team-based environment
- Experience managing data and producing reports
- Demonstrable administrative/secretarial experience
Desirable
- Experience handling sensitive or confidential patient information.
- Experience managing or supporting waiting list administration.
- Knowledge of Welsh Government reporting processes
Disclosure and Barring Service Check
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
