Administrative Assistant

Job description

Job responsibilities

Communicate with all disciplines within the team, across the Directorate and UHB as well as clients, carers, GPs, Pharmacies and other agencies involved in client care.

Use a variety of communication and interpersonal skills and have the ability to foster good working relationships at all levels. Will need to receive and transmit routine information requiring tact, persuasive and empathetic skills when dealing with distressed clients and carers in person or by phone and be aware of the reporting system should an incident occur and be able to transmit more complex information relating to performance management to team members

To undertake general reception duties, meeting and greeting visitors and clients as required

Knowledge of working with Myrddin, FACE and WCCIS would be desirable

Understanding of the importance of accurate data and how data is linked to performance management

Minute and transcribe meetings, distributing necessary papers as and when required

Organise own daily work processes

Monitor and review data capture systems, ensuring that quality and accuracy of data capture and reporting is consistently high

Undertake and assist in regular data accuracy checks and data cleansing

Deal efficiently and effectively with correspondence and queries, often of a highly confidential nature from other agencies and the general public

Deal effectively with all other correspondence and queries relating to the Service

Ensure all patient/client correspondence and investigations are filed into casenotes within required timescales and prior to outpatient attendance

Maintain an accurate Medical Records filing system, ensuring casenotes are tracked appropriately

Process incoming referrals, liaising with core team members and Admin Team Leader regarding incoming referrals and allocation

Assist in supporting the Team Meeting as and when required

Ensure client appointment booking systems are well managed and maintained

Dealing sensitively with clients in person and via the telephone

Ability to deal with distressing circumstances which may appear when dealing with highly sensitive correspondence

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac

Person Specification

Education/Qualifications

Essential

• 3 GCSEs or equivalent
• NVQIII Business Administration or willingness to work towards
• RSAII Typing or equivalent relevant experience
• ECDL or equivalent experience

Desirable

• Medical terminology

Experience

Essential

• Previous all round office experience
• Experience of using databases
• Experience of establishing new systems of work

Desirable

• Has previously worked in the NHS or similar environment

Skills

Essential

• Good interpersonal skills
• Ability to work in a challenging environment
• Good communication and listening skills

Desirable

• Welsh speaker

Personal Attributes

Essential

• Non judgemental. Sensitive to the issues faced by clients with Mental Health Issues

Knowledge

Essential

• Ability to transfer IT skills to new applications

Desirable

• Knowledge of Myrddin, WCCIS & FACE IT systems

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Cwm Taf Morgannwg University Health Board

Address

Querella Road

71 Querella Road

Bridgend

CF31 1JS

Employer's website

https://joinctm.wales/ (Opens in a new tab)