Job summary 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. About us Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support. Our mission is "Living Well, Caring Well, Working Together", and our vision is that every person's chance of leading a healthy life should be equal. Our 10-year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future. Date posted 03 March 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 001-AC015-0325 Job locations University Hospital of Wales Heath Park Cardiff CF14 4XW Job description Job responsibilities 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. Job description Job responsibilities 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 Essential Educated to GCSE level; Computer Skills; NVQ level 3 or equivalent Desirable Medical Secretary Qualification; Demonstrate an understanding of Medical Illustration Experience Essential 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 Desirable Use of Microsoft Office 365 software Experience of working in a reception environment Skills and Attributes Essential 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 Desirable Knowledge of Medical Terminology; Awareness of the Data Protection Act 1998 Calm and patient disposition The ability to speak Welsh Other Essential Work at other Cardiff & Vale UHB sites; Flexible to the needs of the Service Person Specification Qualifications and Knowledge Essential Educated to GCSE level; Computer Skills; NVQ level 3 or equivalent Desirable Medical Secretary Qualification; Demonstrate an understanding of Medical Illustration Experience Essential 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 Desirable Use of Microsoft Office 365 software Experience of working in a reception environment Skills and Attributes Essential 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 Desirable Knowledge of Medical Terminology; Awareness of the Data Protection Act 1998 Calm and patient disposition The ability to speak Welsh Other Essential Work at other Cardiff & Vale UHB sites; Flexible to the needs of the Service 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. 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. 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. 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. 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). Employer details Employer name Cardiff and Vale University Health Board Address University Hospital of Wales Heath Park Cardiff CF14 4XW Employer's website https://cavuhb.nhs.wales/ (Opens in a new tab)