Job summary
The Administration Assistant will provide an efficient administration and typing service to support clinicians and professionals within the Community Mental Health Team. The post holder will need to liaise in a professional manner with colleagues, visitors and patients and undertake a range of duties to support the smooth running of the department. The post holder should assist in the implementation of all Health Board policies and procedures.
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
The main duties of the role include:
- To communicate with clients, carers, medical, nursing, psychology and social work staff and any other staff involved in client care within the Health Board, Local Authority or external agencies.
- To receive and transmit routine information in person or by phone using tact, persuasion and empathy when dealing with distressed clients and carers
- Undertake data entry work using Health Board and Local Authority systems
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
The main duties of the role include:
- To communicate with clients, carers, medical, nursing, psychology and social work staff and any other staff involved in client care within the Health Board, Local Authority or external agencies.
- To receive and transmit routine information in person or by phone using tact, persuasion and empathy when dealing with distressed clients and carers
- Undertake data entry work using Health Board and Local Authority systems
Please refer to the Job Description for a more detailed description of the main responsibilities.
Job description
Job responsibilities
The main duties of the role include:
- To communicate with clients, carers, medical, nursing, psychology and social work staff and any other staff involved in client care within the Health Board, Local Authority or external agencies.
- To receive and transmit routine information in person or by phone using tact, persuasion and empathy when dealing with distressed clients and carers
- Undertake data entry work using Health Board and Local Authority systems
Please refer to the Job Description for a more detailed description of the main responsibilities.
Person Specification
Qualifications
Essential
- OCR/RSA Level II Typing or equivalent knowledge, skills and relevant experience.
- Knowledge of administrative systems, patient information systems, hospital departments, office procedures, data input procedures acquired through on-the-job training.
Desirable
- Medical terminology
- Vocational Level II in Business Administration and/or Custome Care
- Knowledge of Myrddin (WPAS), WCCIS and FACE systems
Experience
Essential
- Previous office experience
- Experience of audio typing
- Experience of using databases
Desirable
- Has previously worked in the NHS environment
Skills
Essential
- Ability to transfer IT skills to new applications.
- Good interpersonal skills
- Ability to work in a challenging environment
- Good communication and listening skills
- Ability to prioritise own workload
- Conversant with Microsoft Word, Outlook, Powerpoint
- Non-judgemental
- Sensitive to the issues faced by clients with Mental Health problems
Desirable
- Welsh Language Speaking/Listening Skills at Level 3 or above
Other
Essential
- Flexible in approach to work and duties to meet the needs of the service
- Ability to travel in a timely manner to any site managed by the Community Mental Health Directorate
Person Specification
Qualifications
Essential
- OCR/RSA Level II Typing or equivalent knowledge, skills and relevant experience.
- Knowledge of administrative systems, patient information systems, hospital departments, office procedures, data input procedures acquired through on-the-job training.
Desirable
- Medical terminology
- Vocational Level II in Business Administration and/or Custome Care
- Knowledge of Myrddin (WPAS), WCCIS and FACE systems
Experience
Essential
- Previous office experience
- Experience of audio typing
- Experience of using databases
Desirable
- Has previously worked in the NHS environment
Skills
Essential
- Ability to transfer IT skills to new applications.
- Good interpersonal skills
- Ability to work in a challenging environment
- Good communication and listening skills
- Ability to prioritise own workload
- Conversant with Microsoft Word, Outlook, Powerpoint
- Non-judgemental
- Sensitive to the issues faced by clients with Mental Health problems
Desirable
- Welsh Language Speaking/Listening Skills at Level 3 or above
Other
Essential
- Flexible in approach to work and duties to meet the needs of the service
- Ability to travel in a timely manner to any site managed by the Community Mental Health Directorate
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).
