Job summary
The post holder will work alongside a team of Occupational Health secretaries to provide full and comprehensive administrative and clerical support to the multi-disciplinary, collaborative Cardiff and Vale UHB/Cwm Taf Morgannwg UHB Occupational Health (OH) Services.
The role will involve the preparation of notes for clinics, booking of appointments, responding to emails, answering and dealing with telephone queries from employees, line managers and other organisational staff members, and data inputting.
This post is fixed term for 12 months to cover maternity.
Main duties of the job
A significant part of the post holder's time will be spent on reception duties where a friendly and outgoing nature and pleasant telephone manner are crucial. Basic keyboard skills are essential and training on the Occupational Health IT system, OPAS-G2, will be provided.
Attend regular team briefing meetings with the OH secretaries and Office Manager as well as part of the wider OH team.
The post holder will be expected to follow the University Health Board and Departmental operating procedures
Prioritise workload and schedules, and work within clearly defined operational policies.
The post holder will, when dealing with enquiries, be expected to work using their own initiative and within the Departments standards, policies and procedures.
Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesn't mean essential; whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing and selecting candidates. This isn't 'fluency', just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health. For more information, see 'Welsh Language Guidance' in the documents right at the bottom.
About us
Cwm Taf Morgannwg (CTM) University Health Board, part of NHS Wales, serves a large population across a diverse and beautiful region, steeped in history and heritage. With nearly 13,500 staff, our health board is one of Wales's largest employers.
Together, we are Team CTM; a workforce dedicated to offering excellent patient care and support to the 450,000 people across our three regions, Bridgend, Merthyr Tydfil, and Rhondda Cynon Taf. We operate three District General hospitals, several community hospitals, primary and community care facilities.
CTM's location offers the best of South Wales, just 20 minutes from Cardiff's vibrant city life, the natural beauty of the Brecon Beacons, and the serene coastline at Ogmore. Whether you enjoy lively urban amenities, peaceful countryside, or seaside escapes, our location makes an ideal setting for both work and personal life.
Our CTM 2030 Strategy--Our Health, Our Future--focuses on uniting our region around shared health and wellbeing goals. Our values guide us daily:
o We listen, learn, and improve
o We treat everyone with respect
o We work together as one team
CTM employees enjoy benefits including; a leading pension, generous leave, flexible work, career growth, and access to ongoing learning and development.
At CTM, you'll find a welcoming, team-oriented workplace that values diversity and compassion, where you can take pride in your work and the difference it makes.
Job description
Job responsibilities
Manning of the reception desk on a daily basis, providing a professional and welcoming manner to those members of staff who access the service.
Answering and actioning any telephone queries from employees/clients, line managers and other CTM staff members on a regular basis. Recording all relevant telephone queries in the departments message books.
To access daily the services generic email system processing any referrals and queries appropriately and in line with the departments agreed protocols
Booking, cancelling and re-arranging client appointments by using the Occupational Health specific IT system, OPAS-G2.
Inputting of data into the OPAS-G2 system including forms and paperwork.
Scheduling and booking of department meetings
Attendance at team briefings and departmental meetings as required
Planning and prioritising own work effectively with good time management skills under the guidance of the Officer Manager and OH Secretaries.
Compiling the weekly staff calendar pulling information from the staff electronic calendars.
Being flexible and work as a team with peers in order to ensure administrative cover is provided across the whole of the Occupational Health Service.
Providing assistance to the OH Secretaries and the Office Manager as necessary.
Provision of general office duties such as opening and distributing the mail, photocopying, scanning, faxing and filing.
Ensuring all information is accurately recorded and saved in accordance with relevant legislation e.g. the data protection Act and the GDPR 2018.
Deal sensitively and compassionately with employees/clients in person and via the telephone.
To undertake all other duties and when required refer to the Medical Secretaries and the Office Manager.
To be able to assess and use judgement skills for seeking advice when dealing with urgent telephone calls.
To prioritise workload to accommodate deadlines and targets.
To assist in departmental audits, statistics and activity data reports as required.
To liaise with other colleagues/departments as required in a timely manner.
The post holder must take part in induction, training and re-training as appropriate and to demonstrate compliance with all relevant policies and procedures.
Ensure adequate cover within the office at all times in the absence of the Office Manager.
Participate in own performance appraisal, ensuring a personal portfolio is kept up to date.
Provide on the job training and supervision to more junior staff and newly appointed admin staff or work placement students in conjunction with other members of the A&C team.
To follow and comply with Cwm Taf Morgannwg University Health Boards and the departments policies, procedures and protocols.
Job description
Job responsibilities
Manning of the reception desk on a daily basis, providing a professional and welcoming manner to those members of staff who access the service.
Answering and actioning any telephone queries from employees/clients, line managers and other CTM staff members on a regular basis. Recording all relevant telephone queries in the departments message books.
To access daily the services generic email system processing any referrals and queries appropriately and in line with the departments agreed protocols
Booking, cancelling and re-arranging client appointments by using the Occupational Health specific IT system, OPAS-G2.
Inputting of data into the OPAS-G2 system including forms and paperwork.
Scheduling and booking of department meetings
Attendance at team briefings and departmental meetings as required
Planning and prioritising own work effectively with good time management skills under the guidance of the Officer Manager and OH Secretaries.
Compiling the weekly staff calendar pulling information from the staff electronic calendars.
Being flexible and work as a team with peers in order to ensure administrative cover is provided across the whole of the Occupational Health Service.
Providing assistance to the OH Secretaries and the Office Manager as necessary.
Provision of general office duties such as opening and distributing the mail, photocopying, scanning, faxing and filing.
Ensuring all information is accurately recorded and saved in accordance with relevant legislation e.g. the data protection Act and the GDPR 2018.
Deal sensitively and compassionately with employees/clients in person and via the telephone.
To undertake all other duties and when required refer to the Medical Secretaries and the Office Manager.
To be able to assess and use judgement skills for seeking advice when dealing with urgent telephone calls.
To prioritise workload to accommodate deadlines and targets.
To assist in departmental audits, statistics and activity data reports as required.
To liaise with other colleagues/departments as required in a timely manner.
The post holder must take part in induction, training and re-training as appropriate and to demonstrate compliance with all relevant policies and procedures.
Ensure adequate cover within the office at all times in the absence of the Office Manager.
Participate in own performance appraisal, ensuring a personal portfolio is kept up to date.
Provide on the job training and supervision to more junior staff and newly appointed admin staff or work placement students in conjunction with other members of the A&C team.
To follow and comply with Cwm Taf Morgannwg University Health Boards and the departments policies, procedures and protocols.
Person Specification
Qualifications and/or Knowledge
Essential
- 3 GCSE's or equivalent. NVQ II Administration or demonstrable experience. Knowledge and experience with computers and updated keyboard skills. Experience with Microsoft Word and Outlook.
Desirable
- Experience working in a NHS Occupational Health service.
Experience
Essential
- Previous all round office experience e.g. working in a busy department, reception duties
Desirable
- Has previously worked in the NHS environment. Previous experience of data entry and knowledge of databases.
Aptitude and Abilities
Essential
- Good interpersonal skills. Able to work in a challenging environment. Good communication and listening skills. Ability to prioritise own workload. Excellent telephone manner. Excellent communication skills, and able to make every contact count.
Desirable
- Welsh language speaking/listening at Level 3 or above
Values
Essential
- Recognises that for many staff coming to occupational health it is a stressful experience so compassion is required. Implement a confidential service Able to escalate any concerns, e.g. safeguarding issues to a senior clinician. Friendly, helpful and a positive disposition. Non-judgemental
Other
Essential
- Ability to travel within geographical area. Able to work hours flexibly.
Person Specification
Qualifications and/or Knowledge
Essential
- 3 GCSE's or equivalent. NVQ II Administration or demonstrable experience. Knowledge and experience with computers and updated keyboard skills. Experience with Microsoft Word and Outlook.
Desirable
- Experience working in a NHS Occupational Health service.
Experience
Essential
- Previous all round office experience e.g. working in a busy department, reception duties
Desirable
- Has previously worked in the NHS environment. Previous experience of data entry and knowledge of databases.
Aptitude and Abilities
Essential
- Good interpersonal skills. Able to work in a challenging environment. Good communication and listening skills. Ability to prioritise own workload. Excellent telephone manner. Excellent communication skills, and able to make every contact count.
Desirable
- Welsh language speaking/listening at Level 3 or above
Values
Essential
- Recognises that for many staff coming to occupational health it is a stressful experience so compassion is required. Implement a confidential service Able to escalate any concerns, e.g. safeguarding issues to a senior clinician. Friendly, helpful and a positive disposition. Non-judgemental
Other
Essential
- Ability to travel within geographical area. Able to work hours flexibly.
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).
Employer details
Employer name
Cwm Taf Morgannwg University Health Board
Address
Occupational Health Department, Royal Glamorgan Hospital
Ynysmaerdy
Pontyclun
CF72 8XR
Employer's website
https://joinctm.wales/ (Opens in a new tab)
