Job summary
To contribute to the provision of health care to the people of the Rhondda Cynon Taf, Merthyr, Cynon and Rhymney Valleys by providing confidential and comprehensive secretarial service to the consultant and associated teams with the consultant specialities.
Following appropriate systems, procedures, policies and processes, enduring efficient and accurate typing skills are performed and that timely communication is carried out to allow the patients to experience a smooth journey at all times.
Main duties of the job
Routine typing and audio typing of clinical correspondence.Managing Consultant's diaries, prioritising results, organising clinical activity and patient admissions.Liaising with patients, GP's and outside Health Boards to provide treatment and care.
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
Communicate with Clinicians, patients, nurses, managers, administrative staff, relatives, GPs, Reps and other Health Boards.
Act as the first point of contact for the Consultant and their team.
Deal with patients, relatives and members of the public as and when they arrive at the office in person, take appropriate action. Deal with them with tact, sensitivity and confidentiality.
Liaise effectively with other internal departments e.g. Wards, Theatres, Medical Records and Radiology.
Liaise effectively with external organisations, General Practices, other hospitals, Social Services and as required Coroners Office, Police, Courts and Prison Service.
Liaise effectively with medical, nursing and administrative colleagues at all levels in the organisation.
RSA III or equivalent level of knowledge or experience.
ECDL certification or equivalent, would be desirable.
Ability to use audio typing equipment.
Knowledge of medical terminology.
Good understanding of Office Software packages (Word-processing, Spreadsheets, Databases, Email and Presentation)
Excellent communication/telephone skills and the ability to deal with staff at all levels.
Ensure that complaints from patients or their relatives are handled appropriately and where necessary the complainant referred on to the appropriate person / department.
Post holder is required to make judgements on facts and situations which require analysis, and which are on-going, e.g. re-scheduling of Consultants appointments and commitments, dealing with queries from service users and providing results by telephone when appropriate.
Consultant's additional duties, for example: research, audit or managerial responsibilities etc.
Setting up proformas in order to undertake database research work for audit purposes.
Co-ordinating patient pathways
Ensure that all relevant persons / departments are notified of planned leave for the Consultant and their team including completion of clinic reduction/cancellation slips and notification to Theatres.
Ensure that patient case notes are handled efficiently and securely using WPAS and Tracker.
File documents in patient notes according to Health Board Procedure. Deal appropriately with abnormal / urgent investigation results by bringing to the attention of appropriate persons.
Provide general non-clinical advice to patients attending for anaesthetic assessment, arranging appropriate times and dates for admission.
Follow Health Board/statutory policies and procedures in the safe storage of information, i.e. Caldicott confidential patient information.
Follow Health Board policies and procedures in the use of Information Technology security.
Implements secretarial and administrative policies for own area.
To ensure maintenance of adequate levels of stocks of stationery, participating in Departmental procedures for ordering.
If required manage donations from patients according to Health Board Policy
To participate and assist in the training of new staff in the use of new technology and developments in secretarial practice, where appropriate.
Supervise the assistant medical secretaries and when necessary provide training for new assistant medical secretaries on appointment.
When required cover the absence of Medical Secretary Colleagues.
To support junior doctors, within the Department, during their induction period, offering advice and guidance on Health Board and departmental procedures and that of the local area.
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.
Job description
Job responsibilities
Communicate with Clinicians, patients, nurses, managers, administrative staff, relatives, GPs, Reps and other Health Boards.
Act as the first point of contact for the Consultant and their team.
Deal with patients, relatives and members of the public as and when they arrive at the office in person, take appropriate action. Deal with them with tact, sensitivity and confidentiality.
Liaise effectively with other internal departments e.g. Wards, Theatres, Medical Records and Radiology.
Liaise effectively with external organisations, General Practices, other hospitals, Social Services and as required Coroners Office, Police, Courts and Prison Service.
Liaise effectively with medical, nursing and administrative colleagues at all levels in the organisation.
RSA III or equivalent level of knowledge or experience.
ECDL certification or equivalent, would be desirable.
Ability to use audio typing equipment.
Knowledge of medical terminology.
Good understanding of Office Software packages (Word-processing, Spreadsheets, Databases, Email and Presentation)
Excellent communication/telephone skills and the ability to deal with staff at all levels.
Ensure that complaints from patients or their relatives are handled appropriately and where necessary the complainant referred on to the appropriate person / department.
Post holder is required to make judgements on facts and situations which require analysis, and which are on-going, e.g. re-scheduling of Consultants appointments and commitments, dealing with queries from service users and providing results by telephone when appropriate.
Consultant's additional duties, for example: research, audit or managerial responsibilities etc.
Setting up proformas in order to undertake database research work for audit purposes.
Co-ordinating patient pathways
Ensure that all relevant persons / departments are notified of planned leave for the Consultant and their team including completion of clinic reduction/cancellation slips and notification to Theatres.
Ensure that patient case notes are handled efficiently and securely using WPAS and Tracker.
File documents in patient notes according to Health Board Procedure. Deal appropriately with abnormal / urgent investigation results by bringing to the attention of appropriate persons.
Provide general non-clinical advice to patients attending for anaesthetic assessment, arranging appropriate times and dates for admission.
Follow Health Board/statutory policies and procedures in the safe storage of information, i.e. Caldicott confidential patient information.
Follow Health Board policies and procedures in the use of Information Technology security.
Implements secretarial and administrative policies for own area.
To ensure maintenance of adequate levels of stocks of stationery, participating in Departmental procedures for ordering.
If required manage donations from patients according to Health Board Policy
To participate and assist in the training of new staff in the use of new technology and developments in secretarial practice, where appropriate.
Supervise the assistant medical secretaries and when necessary provide training for new assistant medical secretaries on appointment.
When required cover the absence of Medical Secretary Colleagues.
To support junior doctors, within the Department, during their induction period, offering advice and guidance on Health Board and departmental procedures and that of the local area.
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.
Person Specification
Experience
Essential
- Previous experience of working in a secretarial role
- RSA 111 or equivalent experience
Desirable
Knowledge
Essential
- Excellent Keyboard and audio typing skills
- Knowledge of WPAS
Desirable
- Knowledge of Healthboard procedures
- Experience of working in a hospital environment
- Welsh Language Speaking/Listening Skills at Level 3 or above
Person Specification
Experience
Essential
- Previous experience of working in a secretarial role
- RSA 111 or equivalent experience
Desirable
Knowledge
Essential
- Excellent Keyboard and audio typing skills
- Knowledge of WPAS
Desirable
- Knowledge of Healthboard procedures
- Experience of working in a hospital environment
- 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).
