Job summary The Administrative Assistant will provide effective administrative service to aid the efficient running of the Referral Pathway Team based at the Quarella Road Bridgend. As well as administrative tasks 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 be able to liaise in a professional manner with clients, colleagues and visitors to the Service. Main duties of the job To oversee and use to full potential the data collection software within the team. Responsible for collation, preparation and formal presentation of performance related data and to support the Manager in all aspects of managing data and performance. The emphasis within the team will be on team working, sharing of knowledge and experience for the overall benefit of the organisation. Also to ensure that through personal development the postholder should assist in the implementation of UHB and Local Authority policies and procedures in order to achieve required organisational objectives. 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. Our Health Board provides 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 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve. 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 locations Querella Road 71 Querella Road Bridgend CF31 1JS Job description Job responsibilities 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. Use a variety of communication and interpersonal skills and have the ability to foster good working relationships at all levels. Will need to receive and transmit routine information requiring tact, persuasive and empathetic skills when dealing with distressed clients and carers in person or by phone and be aware of the reporting system should an incident occur and be able to transmit more complex information relating to performance management to team members To undertake general reception duties, meeting and greeting visitors and clients as required Knowledge of working with Myrddin, FACE and WCCIS would be desirable Understanding of the importance of accurate data and how data is linked to performance management Minute and transcribe meetings, distributing necessary papers as and when required Organise own daily work processes Monitor and review data capture systems, ensuring that quality and accuracy of data capture and reporting is consistently high Undertake and assist in regular data accuracy checks and data cleansing Deal efficiently and effectively with correspondence and queries, often of a highly confidential nature from other agencies and the general public Deal effectively with all other correspondence and queries relating to the Service Ensure all patient/client correspondence and investigations are filed into casenotes within required timescales and prior to outpatient attendance Maintain an accurate Medical Records filing system, ensuring casenotes are tracked appropriately Process incoming referrals, liaising with core team members and Admin Team Leader regarding incoming referrals and allocation Assist in supporting the Team Meeting as and when required Ensure client appointment booking systems are well managed and maintained Dealing sensitively with clients in person and via the telephone Ability to deal with distressing circumstances which may appear when dealing with highly sensitive correspondence You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac Job description Job responsibilities 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. Use a variety of communication and interpersonal skills and have the ability to foster good working relationships at all levels. Will need to receive and transmit routine information requiring tact, persuasive and empathetic skills when dealing with distressed clients and carers in person or by phone and be aware of the reporting system should an incident occur and be able to transmit more complex information relating to performance management to team members To undertake general reception duties, meeting and greeting visitors and clients as required Knowledge of working with Myrddin, FACE and WCCIS would be desirable Understanding of the importance of accurate data and how data is linked to performance management Minute and transcribe meetings, distributing necessary papers as and when required Organise own daily work processes Monitor and review data capture systems, ensuring that quality and accuracy of data capture and reporting is consistently high Undertake and assist in regular data accuracy checks and data cleansing Deal efficiently and effectively with correspondence and queries, often of a highly confidential nature from other agencies and the general public Deal effectively with all other correspondence and queries relating to the Service Ensure all patient/client correspondence and investigations are filed into casenotes within required timescales and prior to outpatient attendance Maintain an accurate Medical Records filing system, ensuring casenotes are tracked appropriately Process incoming referrals, liaising with core team members and Admin Team Leader regarding incoming referrals and allocation Assist in supporting the Team Meeting as and when required Ensure client appointment booking systems are well managed and maintained Dealing sensitively with clients in person and via the telephone Ability to deal with distressing circumstances which may appear when dealing with highly sensitive correspondence You will be able to 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 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 Has previously worked 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 judgemental. 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 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 Has previously worked 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 judgemental. 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 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 Cwm Taf Morgannwg University Health Board Address Querella Road 71 Querella Road Bridgend CF31 1JS Employer's website https://joinctm.wales/ (Opens in a new tab)