Cwm Taf Morgannwg University Health Board
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 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 use to full potential 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. Ensure team working and sharing of knowledge for the overall benefit of the organisation.
5. Assist in the implementation of UHB and Local Authority policies and procedures.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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.
We live by our core values:
* We listen, learn and improve
* We treat everyone with respect
* We all work together as one team
We are a proud local employer; around 80% of our 15,000 workforce live within our region.
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 how it links to performance management.
6. Minute and transcribe meetings, distributing necessary papers as required.
7. Organise own daily work processes.
8. Monitor and review data capture systems for quality and accuracy.
9. Assist in 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 and investigations are filed into casenotes within required timescales.
12. Maintain an accurate Medical Records filing system.
13. Process incoming referrals, liaising with core team members and Admin Team Leader.
14. Assist in supporting the Team Meeting as required.
15. Ensure client appointment booking systems are well managed and maintained.
16. Deal sensitively with clients in person and via telephone.
17. Handle distressing circumstances when dealing with highly sensitive correspondence.
You can find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.
Person Specification
Education/Qualifications
* 3 GCSEs or equivalent
* NVQ III Business Administration or willingness to work towards
* RSA II Typing or equivalent relevant experience
* ECDL or equivalent experience
* Medical terminology
Experience
* Previous all-round office experience
* Experience of using databases
* Experience of establishing new systems of work
* Previous experience in the NHS or similar environment
Skills
* Good interpersonal skills
* Ability to work in a challenging environment
* Good communication and listening skills
* Welsh speaker
Personal Attributes
* Non-judgmental, sensitive to the issues faced by clients with mental health issues
Knowledge
* Ability to transfer IT skills to new applications
* 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 to the Disclosure and Barring Service will be necessary to check for any previous criminal convictions.
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