Employer Cardiff and Vale University Health Board
Employer type NHS
Site University Hospital of Wales
Town Cardiff
Salary £24,433 - £26,060 per annum
Salary period Yearly
Closing 09/03/2025 23:59
Clinic Coordinator
Band 3
WHO WE ARE:
Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 16,000 staff and providing over 100 specialist services. Serving a population of around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focussed on the health and care needs of our local population whilst also working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone and to delivering excellent care and support.
Our mission is “Living Well, Caring Well, Working Together”. We have recently refreshed our strategy, Shaping Our Future Wellbeing, which sets out the Health Board’s Vision for improving the health and wellbeing of the populations we serve by 2035 through the delivery of our strategic objectives; Putting People First, Providing Outstanding Quality, Delivering in the Right Places, and Acting for the Future.
Job overview
To provide comprehensive administrative support to the Medical Illustration Service and based at University Hospital of Wales. This primarily entails all aspects of Medical Illustration clinic coordinating, overseeing the preparation and delivery of regular clinics and includes clerical, receptionist and secretarial duties in accordance with grading definitions and requirements.
Main duties of the job
* To provide an efficient administrative and secretarial service to the Medical Illustration Service, ensuring comprehensive and courteous support before, during and following clinics.
* To prepare clinics and locate documents/records as necessary.
* Arrange appointments and send out appointment letters to patients.
* To arrange new and follow-up appointments as necessary and to manage any cancellations.
* Organise and maintain a reception service for clinics and assist in maintaining the Medical Illustration appointment system.
* To answer incoming telephone calls conveying messages appropriately to other team members.
* Through liaison with Medical Illustration and relevant internal departments, ensure that where clinics are blocked and/or cancelled patients will be reassigned appointments in a timely and organised fashion, within agreed booking rules and parameters.
* Type and retain copies of correspondence associated with the Medical Illustration service, often containing medical terminology, using audio typing equipment as required i.e., general correspondence.
* Responsible for ensuring all data is inputted accurately and timely into local database systems.
* Liaise with other departments and external agencies such as GPs, providing copies of relevant documentation where appropriate.
* Deal with correspondence received into the service and record all referrals, maintaining appropriate filing systems for client records.
* To arrange meetings and venues for both professional and teaching purposes and assist Medical Illustration in developing and updating associated presentations and support documents.
* To create, maintain and update spreadsheets/databases to record client/patient data for the purpose of enabling Medical Illustration staff to audit the effectiveness of clinics and monitor the effectiveness of intervention via client/patient outcomes.
* To maintain and update database and mail merge systems where necessary.
* To make and receive telephone calls, to or from patients and professional staff, undertaking the appropriate action within defined parameters, otherwise recording all relevant messages and passing clear information to appropriate Medical Illustration staff.
* To maintain sympathetic and professional conduct when dealing with anxious clients/patients.
* Maintain filing and operational systems.
* In conjunction with other administrators, ensure that literature for clients and patients is in adequate supply.
* Responsible for maintaining own equipment, ordering stationery as appropriate and monitoring stock levels to ensure the efficient running of the Medical Illustration service.
* Where required, take notes of meetings organised and attended by the Medical Illustration team.
* Organise and prioritise own workload, often unsupervised, whilst liaising with the requirements of the Medical Illustration staff.
* Always maintain complete confidentiality.
* To maintain a safe working environment in accordance with UHB policies.
* To perform any other duties that may be reasonably required as appropriate to the grade.
Person specification
Qualifications and Knowledge
* Educated to GCSE level; Computer Skills; NVQ level 3 or equivalent
* Medical Secretary Qualification; Demonstrate an understanding of Medical Illustration
Experience
* Practical experience of working in an office environment; Relevant secretarial and clerical experience within the NHS
* Dealing with people via direct contact or via telephone;
* Liaising / communicating with all levels of staff; Use of Microsoft Word packages
* Use of Microsoft Office 365 software
* Experience of working in a reception environment
Skills and Attributes
* Excellent standard of IT skills (ECDL or equivalent, IT literate on e.g. Word)
* Excellent communication skills; Maintains confidentiality; Well-developed interpersonal skills and the ability to deal with a wide range of people
* Excellent organisational and time management skills; Ability to prioritise workload; Approachable; Self-motivating, ability to work on own initiative but also willing to work under direction and as part of a team; Sensitive to the needs of patients with Mental Health problems
* Knowledge of Medical Terminology; Awareness of the Data Protection Act 1998
* Calm and patient disposition
* The ability to speak Welsh
Other
* Work at other Cardiff & Vale UHB sites; Flexible to the needs of the Service
MANAGING YOUR APPLICATION:
We are committed to promoting inclusion, where all staff have a sense of belonging. We welcome applications from everyone and recognise the need for our workforce to represent the diversity of the population we serve. We value our differences and fully advocate, cultivate and support an inclusive working environment where staff treat one another with dignity and respect and where diversity is celebrated. We aim to create a working environment where every individual can fulfil their potential no matter their disability, sex, gender identity, race, sexual orientation, age, religion or belief, pregnancy and maternity or marriage and civil partnership status.
Applicants are invited to apply in Welsh. Any application submitted in Welsh will not be treated less favourably than an application made in English.
The UHB reserves the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore, we encourage early applications to ensure consideration for this post.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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