Job summary
The post holder will provide a comprehensive and high quality secretarial and administrative support to the Consultants, Nurses and other professionals within the Ear Nose and Throat department in the Planned Care Directorate.
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.
Welsh Skills Desirable: This post is advertised as Welsh Desirable. This means Speaking & Listening at Level 3 (equivalent to CEFR B2). We don't need fluency. Level 3 means basic conversations with patients about their everyday health. For more information, see the 'Croeso Candidate' booklet below.
Main duties of the job
o Play a supportive role with the running of the medical team.
o Anticipate problems on any urgent issues recognised within the department and take necessary action to solve these problems using their own initiative.
o Act as point of contact for any enquiries for consultants, nurses, medical staff and senior nursing staff.
o Liaise effectively and professionally with staff of all levels, patients and other agencies, with tact and diplomacy, ensuring that all calls/messages are actioned accordingly.
o Receive, open and post all departmental mail.
o Carry out any necessary tasks generated by such mail, e.g. draw to the attention of consultant/nurse, telephone the writer etc. adhering at all times to the rules around data protection and confidentiality.
o Deal sensitively with patients/relatives/members of the public presenting in the department or on the telephone with a query or concern.
o Have the ability to defuse informal complaints and know the procedure of referring the patient in the right direction.
o Depending on the enquiry, reassure patients, seek advice and always record the time, date and nature of the call.
o Provide general non-clinical advice.
o Liaise effectively with other internal departments e.g. wards, medical records and radiology.
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
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
Play a supportive role with the running of the medical team.
Anticipate problems on any urgent issues recognised within the department and take necessary action to solve these problems using their own initiative.
Act as point of contact for any enquiries for consultants, nurses, medical staff and senior nursing staff.
Liaise effectively and professionally with staff of all levels, patients and other agencies, with tact and diplomacy, ensuring that all calls/messages are actioned accordingly.
Receive, open and post all departmental mail.
Carry out any necessary tasks generated by such mail, e.g. draw to the attention of consultant/nurse, telephone the writer etc. adhering at all times to the rules around data protection and confidentiality.
Deal sensitively with patients/relatives/members of the public presenting in the department or on the telephone with a query or concern.
Have the ability to defuse informal complaints and know the procedure of referring the patient in the right direction.
Depending on the enquiry, reassure patients, seek advice and always record the time, date and nature of the call.
Job description
Job responsibilities
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
Play a supportive role with the running of the medical team.
Anticipate problems on any urgent issues recognised within the department and take necessary action to solve these problems using their own initiative.
Act as point of contact for any enquiries for consultants, nurses, medical staff and senior nursing staff.
Liaise effectively and professionally with staff of all levels, patients and other agencies, with tact and diplomacy, ensuring that all calls/messages are actioned accordingly.
Receive, open and post all departmental mail.
Carry out any necessary tasks generated by such mail, e.g. draw to the attention of consultant/nurse, telephone the writer etc. adhering at all times to the rules around data protection and confidentiality.
Deal sensitively with patients/relatives/members of the public presenting in the department or on the telephone with a query or concern.
Have the ability to defuse informal complaints and know the procedure of referring the patient in the right direction.
Depending on the enquiry, reassure patients, seek advice and always record the time, date and nature of the call.
Person Specification
Qualifications and/or Knowledge
Essential
- 3 GCSEs or equivalent.
- NVQIII Business Administration or willingness to work towards
- RSAII Typing or equivalent relevant experience
- ECDL or equivalent.
- Ability to transfer IT skills to new applications.
Desirable
- Knowledge of medical terminology.
- Knowledge of Myrddin, WCCIS, FACE & NWIS IT systems
Experience
Essential
- Experience of working in an office environment.
- Experience of using databases
Desirable
- Has previously worked in the NHS or similar environment.
- Experience of working as part of a team.
Aptitude and Abilities
Essential
- Good communication and listening skills
- Excellent organisational skills.
- Flexible in approach to work and duties to meet the needs of the service.
Desirable
- Welsh Language Speaking/Listening Skills at Level 3 or above
- Audio typing skills.
Person Specification
Qualifications and/or Knowledge
Essential
- 3 GCSEs or equivalent.
- NVQIII Business Administration or willingness to work towards
- RSAII Typing or equivalent relevant experience
- ECDL or equivalent.
- Ability to transfer IT skills to new applications.
Desirable
- Knowledge of medical terminology.
- Knowledge of Myrddin, WCCIS, FACE & NWIS IT systems
Experience
Essential
- Experience of working in an office environment.
- Experience of using databases
Desirable
- Has previously worked in the NHS or similar environment.
- Experience of working as part of a team.
Aptitude and Abilities
Essential
- Good communication and listening skills
- Excellent organisational skills.
- Flexible in approach to work and duties to meet the needs of the service.
Desirable
- Welsh Language Speaking/Listening Skills at Level 3 or above
- Audio typing skills.
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).
