Administrator/Secretary

Job summary

To provide a full range of administrative and secretarial services to the Team/Department in support of the effective delivery of services.

Main duties of the job

1. To support the Manager through the processing & transmitting of patient data using both paper & computerised systems.

2. To attend, record & produce formal minutes of meetings as required.

3. Audio/copy-type clinical letters, medical reports, general correspondence & related clerical work.

4. Co-ordinate meetings/courses for the Team/Department.

5. Prepare necessary papers & information in readiness for attendance at meetings.

6. Prepare statistical information & presentations using different software packages e.g. Word, Excel, Power Point, Outlook.

7. Maintain training records.

8. Assist with the collation of audit data.

9. Co-ordinate bookings of meeting rooms internally & externally.

10. To assist the Team/Department in ensuring that key information is available when required.

11. To receive, open, prioritise and distribute mail.

12. Take telephone enquiries and deal with them appropriately. Be aware of the need for sensitivity and confidentiality at all time.

13. Liaising with other departments both internal & external to the Health Board.

14. Use the Oracle system for ordering stationery supplies & other sundries.

15. Maintain accurate filing systems.

16. To record and report sickness as per UHB guidelines.

17. To retrieve & file patient medical records as and when required.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

About us

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 15,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving 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 working with our partners to develop regional services.

Our mission is "Caring for People, Keeping People Well",and our vision is that every person's chance of leading a healthy life should be equal. As an organisation we are unashamedly ambitious for our population's health, rising to the challenges of today and tomorrow through our 10-year strategy, Shaping our Future Wellbeing. We are contributing to a healthier Wales with great emphasis placed on innovation and improvement, learning from around the world and leading the way in clinical research. Partnership working is strong at Cardiff and Vale, and we work closely with our staff and our community.

Cardiff, the thriving Welsh capital, is a fantastic city to live and work in with an abundance of sports, arts and cultural attractions. Situated to the west of Cardiff, the Vale of Glamorgan offers a combination of beautiful Welsh countryside and a dramatic natural coastline. Whether city life or rural living, Cardiff and the Vale offers the best of both worlds.