Job summary
The post holder will form part of a small team who will be supporting the Senior Nurses with the Clinical Service Group delivering health care to the population of Cwm Taf Morgannwg University Health Board.
The post holder will provide high quality secretarial and administrative support to the Senior Nurses and also the CSG Management Team.
The post holder will also be expected to liaise in a professional manner with colleagues, visitors and patients and undertake a wide spectrum of administrative and secretarial duties.
The post holder will be expected to manage and prioritise their own workload using experience and initiative.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Main duties of the job
Provide quality administrative and secretarial support to the Senior Nurses for Surgery working within specific guidelines and protocols.
Provide support to the Senior Nurses (Diary commitments, booking meetings, arranging venues)
Minute taking for meetings, transcribing and typing of these within a timely manner.
Responsible for data entry into databases and spreadsheets and maintaining manual records of sickness and special leave for staff.
Coordinate the surgical stock for the Senior Nursing Team i.e. stationary, items required for wards.
Support the submission of weekly time sheets
Carry out routine office tasks e.g. photocopying, scanning, filing, shredding, distribution of documents and process information of a sensitive and confidential basis
Request patient notes as required for complaints or serious incidences.
Adhere to University Health Board policies and procedures, and may comment on proposals, policies and procedures within own work area.
Has a duty of care for safe use of equipment provided to carry out daily tasks. Responsible for keeping own work area clean and free of hazards.
Open, sort and circulate mail to appropriate members of staff ensuring all mail is dealt with appropriately and in a timely manner.
Receive all incoming internal and external calls, dealing with them if able or diverting to appropriate personnel.
Manage the electronic diary for the Senior Nurse Teams.
Arranging meetings for and on behalf of the Senior Nursing Team.
About us
Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.
We live by our core values:
- We listen, learn and improve
- We treat everyone with respect
- We all work together as one team
We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.
Job description
Job responsibilities
- Will be expected to manage and prioritise their own workload using own experience and initiative.
- Work independently to provide a PA and administrative office function, adhering to CTMUHB policies and procedures.
- Keep up to date on CTMUHB policies and procedures that will have an impact on service and ensure that the service administrative staff are aware of the same e.g. sickness policy changes, mandatory training requirements.
- Ensure staff that are managed are up to date with manual handling training, fire training etc.
- Be required to have excellent communication skills to be able to communicate with a range of clinical staff in Primary and Secondary care, together with people in service administration and corporate support departments.
- Form key relationships with stakeholders such as HR and Payroll.
- Co-ordination of staff change/enrolment/termination forms and entering details onto a database and submit to relevant departments.
- Display tact, diplomacy and confidentially at all times when providing and receiving complex or sensitive information.
- Co-ordination of staff change/enrolment/termination forms and entering details onto a database and submit to relevant departments.
Job description
Job responsibilities
- Will be expected to manage and prioritise their own workload using own experience and initiative.
- Work independently to provide a PA and administrative office function, adhering to CTMUHB policies and procedures.
- Keep up to date on CTMUHB policies and procedures that will have an impact on service and ensure that the service administrative staff are aware of the same e.g. sickness policy changes, mandatory training requirements.
- Ensure staff that are managed are up to date with manual handling training, fire training etc.
- Be required to have excellent communication skills to be able to communicate with a range of clinical staff in Primary and Secondary care, together with people in service administration and corporate support departments.
- Form key relationships with stakeholders such as HR and Payroll.
- Co-ordination of staff change/enrolment/termination forms and entering details onto a database and submit to relevant departments.
- Display tact, diplomacy and confidentially at all times when providing and receiving complex or sensitive information.
- Co-ordination of staff change/enrolment/termination forms and entering details onto a database and submit to relevant departments.
Person Specification
Qualifications and/or knowlendge
Essential
- RSA/OCR in word processing
Desirable
Experience
Essential
- Previous office experience
Desirable
- Working in a Hospital environment
Aptitude and abilities
Essential
- Accurate typing, use of audio typing equipment, knowledge of Myrddin
Desirable
Person Specification
Qualifications and/or knowlendge
Essential
- RSA/OCR in word processing
Desirable
Experience
Essential
- Previous office experience
Desirable
- Working in a Hospital environment
Aptitude and abilities
Essential
- Accurate typing, use of audio typing equipment, knowledge of Myrddin
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).
