Job summary
This is an exciting opportunity for a Band 4 Consultant Medical Secretary to join the Community Drug & Alcohol Team within the Mental Health & Learning Disabilities Directorate. We are seeking to recruit an enthusiastic and reliable member of staff to work 22.5 hours per week on a permanent basis.
Applicants are encouraged and more than welcome to contact the vacancy manager for an informal discussion regarding this post.
Main duties of the job
The post holder will be required to undertake a wide range of duties including receipt and distribution of mail, first point of contact for the service, operate a patient administration system (WPAS) and Care Partner. The post holder will also be responsible for co-ordinating prescribing clinics, which includes the processing of prescriptions using Vision. They will also be required to process referrals, and maintain accurate databases and spreadsheets. Experience of Microsoft Word, Excel and E-Mail is essential. They will be expected to demonstrate excellent organisation skills and be flexible and adaptable in their approach to work. They will be required to mentor and support other members of the admin team and provide cover when needed. The post holder will need to be flexible and may need to support other Medical Secretaries within the service and also provide reception cover as/when required. They must be able to work on their own initiative, use tact and diplomacy where appropriate and possess excellent communication skills.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
There will be a short typing test and task to undertake, to show knowledge & understanding of systems, which will take place on the same day as the face-to-face interviews.
About us
Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;
Seven community hospitals: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;
48 general practices (four of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;
Numerous locations providing mental health and learning disabilities services;
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.
Job description
Job responsibilities
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 25.03.2024
Job description
Job responsibilities
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 25.03.2024
Person Specification
Qualifications and Knowledge
Essential
- NVQ/RSA III or equivalent demonstrable experience of typing
- Experience of a full range of duties working in an administrative/office environment
- Knowledge of Medical/Healthcare Terminology
Desirable
- Educated to advanced level or equivalent
- Secretarial training along with experience of Audio Transcription
- Shorthand
- ECDL
- AMSPAR certificate
Experience
Essential
- Experience of working in a busy complex environment
- Experience of using Microsoft Office packages, Excel, Word, PowerPoint, Access, desktop publishing and e-mail
- Experience of setting up and maintaining spreadsheets, databases
- Experience of handling verbally aggressive calls
Desirable
- Experience of working within the NHS
- Experience of Patient Administration Systems
Language Skills
Desirable
Person Specification
Qualifications and Knowledge
Essential
- NVQ/RSA III or equivalent demonstrable experience of typing
- Experience of a full range of duties working in an administrative/office environment
- Knowledge of Medical/Healthcare Terminology
Desirable
- Educated to advanced level or equivalent
- Secretarial training along with experience of Audio Transcription
- Shorthand
- ECDL
- AMSPAR certificate
Experience
Essential
- Experience of working in a busy complex environment
- Experience of using Microsoft Office packages, Excel, Word, PowerPoint, Access, desktop publishing and e-mail
- Experience of setting up and maintaining spreadsheets, databases
- Experience of handling verbally aggressive calls
Desirable
- Experience of working within the NHS
- Experience of Patient Administration Systems
Language Skills
Desirable
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).
