To provide comprehensive administrative support to the Medical Illustration Service, 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. 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. 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 manner. Type and retain copies of correspondence associated with the Medical Illustration service, often containing medical terminology, using audio typing equipment as required. 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 auditing and monitoring purposes. To maintain and update database and mail merge systems where necessary. To make and receive telephone calls, undertaking the appropriate action within defined parameters, 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, and monitoring stock levels for the efficient running of the Medical Illustration service. Where required, take notes of meetings organized 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.