Job Summary
The Administrative Assistant will provide effective administrative service to aid the efficient running of the Referral Pathway Team based at Quarella Road, Bridgend. The postholder will collect and input statistical information on client activity in line with both local and national requirements as determined by the Welsh Assembly Government.
The Administrative Assistant will be expected to portray a positive image and liaise in a professional manner with clients, colleagues, and visitors to the Service.
Main Duties of the Job
1. Oversee and utilize the data collection software within the team.
2. Responsible for collation, preparation, and formal presentation of performance-related data.
3. Support the Manager in all aspects of managing data and performance.
4. Emphasize team working and sharing of knowledge for the overall benefit of the organization.
5. Assist in the implementation of UHB and Local Authority policies and procedures.
About Us
Cwm Taf Morgannwg University Health Board is part of the NHS Wales family, providing 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.
Core Values
* We listen, learn and improve.
* We treat everyone with respect.
* We all work together as one team.
Date Posted: 04 February 2025
Pay Scheme: Agenda for Change
Band: Band 3
Salary: £24,433 to £26,060 a year per annum
Contract: Permanent
Working Pattern: Full-time
Reference Number: 110-AC010-0225
Job Location: 71 Quarella Road, Bridgend, CF31 1JS
Job Responsibilities
1. Communicate with all disciplines within the team, across the Directorate and UHB, as well as clients, carers, GPs, pharmacies, and other agencies involved in client care.
2. Use a variety of communication and interpersonal skills to foster good working relationships at all levels.
3. Undertake general reception duties, meeting and greeting visitors and clients as required.
4. Knowledge of working with Myrddin, FACE, and WCCIS is desirable.
5. Understand the importance of accurate data and its link to performance management.
6. Minute and transcribe meetings, distributing necessary papers as required.
7. Organize own daily work processes.
8. Monitor and review data capture systems, ensuring high quality and accuracy of data capture and reporting.
9. Undertake regular data accuracy checks and data cleansing.
10. Deal efficiently with correspondence and queries, often of a highly confidential nature.
11. Ensure all patient/client correspondence is filed into casenotes within required timescales.
12. Maintain an accurate Medical Records filing system.
13. Process incoming referrals, liaising with team members and Admin Team Leader.
14. Assist in supporting the Team Meeting as required.
15. Ensure client appointment booking systems are well managed.
16. Deal sensitively with clients in person and via telephone.
17. Handle distressing circumstances when dealing with sensitive correspondence.
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
* Medical terminology.
Experience
Essential
* Previous all-round office experience.
* Experience of using databases.
* Experience of establishing new systems of work.
Desirable
* Previous experience 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 speaker.
Personal Attributes
Essential
* Non-judgmental and sensitive to the issues faced by clients with Mental Health Issues.
Knowledge
Essential
* Ability to transfer IT skills to new applications.
Desirable
* Knowledge of Myrddin, WCCIS & FACE IT systems.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A submission for Disclosure will be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Certificate of Sponsorship
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.
Employer Details
Employer Name: Cwm Taf Morgannwg University Health Board
Address: 71 Quarella Road, Bridgend, CF31 1JS
Website: Cwm Taf Morgannwg University Health Board #J-18808-Ljbffr