Job summary
The Administrative Assistant will provide effective administrative service to aid the efficient running of the Older Adult Mental Teams based at the Quarella Road Bridgend. 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 to the Service.
Main duties of the job
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
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 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
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
Carry out health and safety responsibilities in accordance with Directorate and Health Board policies and procedures
Job description
Job responsibilities
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
Carry out health and safety responsibilities in accordance with Directorate and Health Board policies and procedures
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
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 language speaking/listening skills at Level 3 or above
Knowledge
Essential
- Ability to transfer IT skills to new applications
Desirable
- Knowledge of Myrddin, WCCIS & FACE IT systems
Personal Attributes
Essential
- Non judgemental
- Sensitive to the issues faced by clients with Mental Health problems
- Flexible in approach to work and duties to meet the needs of the service
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
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 language speaking/listening skills at Level 3 or above
Knowledge
Essential
- Ability to transfer IT skills to new applications
Desirable
- Knowledge of Myrddin, WCCIS & FACE IT systems
Personal Attributes
Essential
- Non judgemental
- Sensitive to the issues faced by clients with Mental Health problems
- Flexible in approach to work and duties to meet the needs of the service
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).
