Departmental Secretary, Anaesthetics

Job summary

Join Our Team!We're looking for an organised, proactive individual to keep our clinical services running smoothly. In this role, you'll assist with rota coordination for 50 doctors, manage purchasing and stock control within agreed budgets, and communicate effectively with clinicians, managers, finance teams, and suppliers. You'll also take ownership of obstetrics clinics, prioritising and accepting urgent referrals, while ensuring accurate records and databases are maintained.

This is a varied role where you'll organise meetings, handle queries, maintain confidentiality, and support managers in building strong working relationships across the Health Board. If you're detail-driven, confident with communication, and thrive in a fast-paced environment, this is your chance to make a real impact in healthcare.

This post is fixed term/secondment for 13 months to cover maternity leave. If you are interested in applying for it as a secondment, please obtain permission from your current line manager prior to applying.

Main duties of the job

o To support the management team, rota co-ordinator and clinical team in achieving the departments' objectives.

o To manage clinic lists for consultants.

o To be responsible for own workload and organisation of clinics, prioritising and accepting urgent obstetric referrals.

o To be responsible for communication with patients regarding their appointments.

o Ensure data is stored and shared through a variety of media including verbal communication, paper records and internal and external electronic sources.

o Attend meetings and take minutes where necessary.

o To be involved with audit and collect data where necessary.

o Participate in audits and provision of relevant statistics which may be for the benefit of patients or the department.

o Ability to solve problems and deal with patient enquires appropriately.

o To be responsible for data entry and storage of data on one or more information systems.

o To have knowledge of all IT systems WPAS, TOMS, DMS, Excel, outlook, EPOA & WAP.

o To have knowledge of anaesthetic rota systems. CLW / medirota

o To have experience of HealthRoster system.

o To have knowledge and understanding of locum agency database systems.

o To have experience of doctors rotas and job plans.

o To have knowledge and understanding of Oracle system.

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.