Assistant Medical Secretary

Job summary

The purpose of the role is to provide comprehensive secretarial support to the Paediatrics department and associated team.

The post holder will work independently to provide a secretarial and administrative office function to the consultant and associated team responsible for general surgery. Duties will include transcribing medical correspondence and multi-disciplinary meeting notes, audio typing, undertaking mail and filing duties, liaising with a number of departments to co-ordinate the patient's pathway and retrieving patient's medical notes.

They will provide the relevant information to the directorate management team as and when required, dealing with patients, relatives, carers and external partners on a regular day to day basis using tact and diplomacy.

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.

Main duties of the job

Exercise judgement when dealing with patient enquiries.

Analyse and resolve patient problems, knowing when to seek advice to progress a solution.

Plan, organise and prioritise own workload.

Plan and organise straightforward, sometimes ongoing tasks.

To process all incoming mail and deal with any matters as delegated for Associate Specialist and team members.

Retrieve, receive and return case notes and organise meetings as required and ensure team members receive relevant papers and information prior to meetings, to attend meetings and take minutes as required.

To retrieve patients' notes from the Main Library source or other departments, ensuring efficient case note tracking policy is adhered to.

To carry out routine filing, ensuring that the patients' notes are up to date and any correspondence and tests results are filed on a daily basis.

Provide non-clinical advice and information to patients, relatives and carers regarding prescriptions.

Follow Health Board/statutory policies and procedures in the safe storage of information,

Follow Health Board policies and procedures in the use of Information Technology security.

Assist with implementation of secretarial/ administrative policies for own area.

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.