Job summary
The Administrative Assistant will provide effective administrative service to aid the efficient running of the Rhondda Adult Community Mental Health Team.
As well as administrative tasks, the post holder will collect and input statistical information on client activity in line with both local and national requirements as determined by the Welsh Government.
The Administrative Assistant will be expected to portray a positive image and be able to liaise in a professional manner with clients, colleagues, and visitors.
Main duties of the job
- To be responsible for collation, preparation and formal presentation of performance related data and to support the manager in all aspects of managing data and performance.
- Communicate with all disciplines within and across the Directorate as well as clients, carers, GPs, Pharmacies and other agencies involved in client care.
- Deal efficiently and effectively with correspondence and queries, often of a highly confidential nature from other agencies and the general publi
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
- Dealing sensitively with clients in person and via the telephone.
- Communicate with all disciplines within and across the Directorate as well as clients, carers, GPs, Pharmacies and other agencies involved in client care.
-
To undertake general reception duties, meeting and greeting visitors and clients as required.
-
Minute and transcribe meetings, distributing necessary papers as and when required.
- Where appropriate provide management with statistical analysis of data and identifying gaps and areas for improvement to maximise performance outcomes.
- 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.
Job description
Job responsibilities
- Dealing sensitively with clients in person and via the telephone.
- Communicate with all disciplines within and across the Directorate as well as clients, carers, GPs, Pharmacies and other agencies involved in client care.
-
To undertake general reception duties, meeting and greeting visitors and clients as required.
-
Minute and transcribe meetings, distributing necessary papers as and when required.
- Where appropriate provide management with statistical analysis of data and identifying gaps and areas for improvement to maximise performance outcomes.
- 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.
Person Specification
Qualifications
Essential
- 3 GCSEs or equivalent
- NVQIII Business Administration or willigness to work towards
- RSAII Typing or equivalent relevant experience
- ECDL or equivalent
- Ability to transfer IT skills to new applications
Desirable
- Medical terminology
- Knowledge of Myrddin, WCCIS, FACE and NWIS IT systems
Experience
Essential
- Previous all round office experience
- Experience of using databases
- Experience of establishing new systems of work
- Good interpersonal skills
- Ability to work in a challenging environment
- Good communication and listening skills
Desirable
- Has previously worked in the NHS or similar environment
Aptitude
Essential
- Good interpersonal skills.
- Ability to work in a challenging environment.
- Good communication and listening skills.
- Non-judgemental.
- Sensitive to the issues faced by clients with substance misuse problems.
- 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
Person Specification
Qualifications
Essential
- 3 GCSEs or equivalent
- NVQIII Business Administration or willigness to work towards
- RSAII Typing or equivalent relevant experience
- ECDL or equivalent
- Ability to transfer IT skills to new applications
Desirable
- Medical terminology
- Knowledge of Myrddin, WCCIS, FACE and NWIS IT systems
Experience
Essential
- Previous all round office experience
- Experience of using databases
- Experience of establishing new systems of work
- Good interpersonal skills
- Ability to work in a challenging environment
- Good communication and listening skills
Desirable
- Has previously worked in the NHS or similar environment
Aptitude
Essential
- Good interpersonal skills.
- Ability to work in a challenging environment.
- Good communication and listening skills.
- Non-judgemental.
- Sensitive to the issues faced by clients with substance misuse problems.
- 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
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).
