Job summary
The Administrative Assistant will provide effective administrative service to support the efficient running of the CDAT Co-occurring Team. As well as administrative tasks, the post holder will collect and input statistical information on service activity in line with both local and national requirements.
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 to the Service.
The post holder will be expected to plan and prioritise own work load escalating any issues to the Administration Manager, Clinical Lead and Deputy Clinical Service Group Manager.
Main duties of the job
- Provide an efficient and high standard of Administration support to the Team
- Administer and process the patient pathway including referrals, appointments, and discharges
- To use UHB, Local Authority and Welsh Government systems such as Welsh Clinical Portal and WPAS
- Audio and copy typing of letters/reports generated by the Team
- To undertake general reception duties, meeting and greeting visitors and clients as required
- Production of minutes for meetings held within the Team
- Ensure all filing is completed within a timely manner
- Assist in supporting the Support Manager/Team Leader and Medical Secretary as required
- Deputise for the medical secretary during periods of absence.
- Maintain databases ensuring that all are updated in a timely manner.
- Support the Management Team in all aspects of managing data and performance
- Ensure accurate and timely submission of data within the service.
- Communicate with all disciplines within the team, across the Care Group and UHB as well as clients, carers and other agencies involved in client care
- Awareness of the reporting system should an incident occur
- Provide, receive and process sensitive or contentious information that may be held in the department in relation to staff and patients, whilst maintaining confidentiality at all times
- Produce and log prescriptions using dedicated prescribing software
- Escalate any prescription queries to Nursing, Consultant Teams and Pharmacy
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 tea
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
Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesnt 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 isnt 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.
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
Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesnt 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 isnt 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.
Person Specification
Qualification and Knowledge
Essential
- 3 GCSEs or equivalent experience
- Vocational Level 3 Business Administration or equivalent skills, knowledge and experience
- Typing qualification or equivalent relevant experience
Desirable
- Knowledge of medical terminology
- ECDL or equivalent experience
- Application Form Interview References
Experience
Essential
- Previous office experience
- Experience of using databases
- Experience of establishing new systems of work.
Desirable
- Has previously worked in the NHS or similar environment.
- Experience of using healthcare systems
- Application Form Interview References
Aptitude and Abilities
Essential
- Good interpersonal skills
- Ability to work in a busy and challenging environment
- Good communication and listening skills
- Excellent IT skills and the ability to transfer IT skills to new applications
- Non-judgemental
- Sensitive to the issues faced by clients with mental health problems
- Use VDU equipment almost continuously throughout the day. DBS Check
- Flexible in approach to work and duties to meet the needs of the service
- Ability to travel between sites in a timely manner as required
Desirable
- Welsh language speaking/listening skills at a Level 3 or above
Person Specification
Qualification and Knowledge
Essential
- 3 GCSEs or equivalent experience
- Vocational Level 3 Business Administration or equivalent skills, knowledge and experience
- Typing qualification or equivalent relevant experience
Desirable
- Knowledge of medical terminology
- ECDL or equivalent experience
- Application Form Interview References
Experience
Essential
- Previous office experience
- Experience of using databases
- Experience of establishing new systems of work.
Desirable
- Has previously worked in the NHS or similar environment.
- Experience of using healthcare systems
- Application Form Interview References
Aptitude and Abilities
Essential
- Good interpersonal skills
- Ability to work in a busy and challenging environment
- Good communication and listening skills
- Excellent IT skills and the ability to transfer IT skills to new applications
- Non-judgemental
- Sensitive to the issues faced by clients with mental health problems
- Use VDU equipment almost continuously throughout the day. DBS Check
- Flexible in approach to work and duties to meet the needs of the service
- Ability to travel between sites in a timely manner as required
Desirable
- Welsh language speaking/listening skills at a 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).
