As Team Secretary the postholder will be required to provide a range of secretarial and clerical services to support the smooth running of day to day operational issues for the Clinical Team supporting the Outreach and Recovery Team, thus enabling a whole team approach with the aim of improving patient services and care.
The Team Secretary will be expected to portray a positive image and be able to liaise in a professional manner with clients, colleagues and visitors., Use in-depth knowledge of a range of secretarial procedures to include medical terminology and medical audio/copy typing along with minute taking to support the Consultant Psychiatrist and clinical team.
· To attend multi disciplinary meetings, ward rounds and case conferences to take minutes, ensuring timely production and distribution to all concerned as and when required.
· To arrange meetings including the organisation of venue and catering arrangements as requested.
· Communicate with all disciplines within the Team and across the Directorate as well as clients, carers, GPs, Pharmacies and other agencies involved in client care.
· Receive telephone calls from patients, relatives, GPs and other professionals involved in patient's care, seeking advice and guidance from senior staff on more complex issues.
· Maintain Consultant's diary.
· 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., 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
· Organise own daily work processes, ensuring work is produced to a high standard in a timely manner.
· Be able to implement and adapt to new systems as and when introduced.
· Undertake routine audio and copy typing duties, associated with medical/client correspondence, discharge and clinic letters along with medical reports.
· Receive and action domiciliary visit requests.
· Assist in the production of activity data for the team.
· Organise and maintain an effective filing/bring forward system.
· 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.
· Deaf effectively with all other correspondence and queries relating to the service.
· Ensure all patient/client correspondence and investigations are filed into case notes within required timescales.
· Maintain an accurate Medical Records filing system, ensure case notes are tracked appropriately.
· Process incoming referrals, liaising with core team members and Admin Team Leader regarding incoming referrals and Single Point of Entry.
· Assist in supporting the Single Point of Entry Meeting as and when required.
· Ensure client appointment booking systems are well managed and maintained.
· Carry out health and safety responsibilities in accordance with Directorate and University Health Board Policies and procedures.
· Assist with the typing of research projects as necessary.
· Produce information in presentation format as required.
· To use University Health Board and Local Authority systems such as FACE, WCCIS and Myrddin on a frequent basis.
· 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.
Follow and comply with all University Health Board policies and procedures
Working for our organisation
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.
Band 3
We provide healthcare services to people living in Bridgend, Merthyr Tydfil and Rhondda Cynon Taf county borough areas, serving a population of around 450,000. We are ideally situated between Wales's capital city, Porthcawl to the west, and the stunning scenery in the Brecon Beacons.
Our vision is to care for our communities and patients by preventing ill-health, promoting better health, providing excellent services and reducing the need for inpatient care wherever possible through the provision of strengthened home, primary and community care.
We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, sex, sexual orientation, gender identity/reassignment, race/nationality, religion/belief, disability, pregnancy and maternity and marriage and civil partnership.
Cwm Taf Morgannwg is a Living Wage Employer.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
All applicants are invited to apply in Welsh or English, and no preference will be given to applications submitted in either language.
Please be advised that there is a temporary top up for Bands 1,2 and 3 to reflect the incorporation of the top up to the living wage of £12 per hour - £23,465 per annum. This temporary top up will be in place until the annual pay uplift for 2024/25 is confirmed