Job summary
An exciting opportunity has arisen for an enthusiastic and diligent administrator to join our welcoming and supportive Adult Psychology team.
We are looking for someone who has proven excellent administrative and clerical experience, is a strong team player with excellent communication skills. A welcoming telephone manner is vital as the post holder will have direct contact with patients and health professionals.
Main duties of the job
Duties to include general administration duties plus:
- Inputting patient information onto databases including WCCIS
- Supporting the local team to support their patients
- Typing of patient letters and reports
- Booking appointments, meetings and managing diaries
- Waiting list validation and alterations as required
- Minute taking for team and professional meetings
- To be first point of contact for patients
About us
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Job description
Job responsibilities
Principle Responsibilities To manage own workload and work independently to defined policies and procedure. Ensuring that own work ismanaged, prioritised and actioned in a timely manner and to be able to use own initiative. Being responsible for the requisitioning and receipting of equipment and stationery via the Oracle System and keepdatabases updated in respect of orders for IT items. Acting as first point of contact for patients, dealing courteously and appropriately in receiving calls frompatients/carers/parents, communicating all messages accurately and promptly. Communicating via the telephone, dealing with queries from patients/clients, their families, professionals, externalagencies and other as appropriate. Receiving telephone calls, sometimes of a complex and sensitive nature and providing general non-clinicaladvice/information. Exercising judgement when dealing with enquiries. Providing, receiving and dealing with complex and confidential information in many forms, sometimes of a sensitivemanner. To cover the reception area when required as part of a rota within the team. Arranging meetings, booking venues and ordering refreshments as requested, ensuring relevant resources areavailable. Servicing meetings, sending out agendas, circulating meeting information and taking minutes of meetingsas required. To provide efficient secretarial support to members of the department including typing, audio-typing, photocopying,filing, processing of incoming and outgoing mail within appropriate timeframes. To maintain an effective filing system in accordance with the health record keeping standards. Complete and maintain patient information on WCCIS. Accurately entering statistical data on WCCIS, supplied bythe team. Maintaining existing databases. Working with the admin team and contribute to ideas for new processes or procedures and implement these in ownwork area. To develop systems to assist smooth running of the department where necessary. To cover for periods of absence by other team Secretaries within the service if required, under the instruction of theTeam Leader and with agreement from the Lead Psychologist. To undertake other relevant duties as required by the Psychology Team. This may include specific projects andtasks directly related to the work of the Division of Mental Health & Learning Disabilities. To co-operate in implementing the requirements of all health, safety and environmental legislation relating to codesof practice and safety instructions. Reporting of faults via Trust Help desk, ensuring work is carried out and records maintained. To adhere to departmental and ABUHB policies and procedures To ensure all mandatory training is completed as and when necessary. To act in a way which promotes dignity and respect towards patients, carers, colleagues and other professionals,visitors and members of the public.
Job description
Job responsibilities
Principle Responsibilities To manage own workload and work independently to defined policies and procedure. Ensuring that own work ismanaged, prioritised and actioned in a timely manner and to be able to use own initiative. Being responsible for the requisitioning and receipting of equipment and stationery via the Oracle System and keepdatabases updated in respect of orders for IT items. Acting as first point of contact for patients, dealing courteously and appropriately in receiving calls frompatients/carers/parents, communicating all messages accurately and promptly. Communicating via the telephone, dealing with queries from patients/clients, their families, professionals, externalagencies and other as appropriate. Receiving telephone calls, sometimes of a complex and sensitive nature and providing general non-clinicaladvice/information. Exercising judgement when dealing with enquiries. Providing, receiving and dealing with complex and confidential information in many forms, sometimes of a sensitivemanner. To cover the reception area when required as part of a rota within the team. Arranging meetings, booking venues and ordering refreshments as requested, ensuring relevant resources areavailable. Servicing meetings, sending out agendas, circulating meeting information and taking minutes of meetingsas required. To provide efficient secretarial support to members of the department including typing, audio-typing, photocopying,filing, processing of incoming and outgoing mail within appropriate timeframes. To maintain an effective filing system in accordance with the health record keeping standards. Complete and maintain patient information on WCCIS. Accurately entering statistical data on WCCIS, supplied bythe team. Maintaining existing databases. Working with the admin team and contribute to ideas for new processes or procedures and implement these in ownwork area. To develop systems to assist smooth running of the department where necessary. To cover for periods of absence by other team Secretaries within the service if required, under the instruction of theTeam Leader and with agreement from the Lead Psychologist. To undertake other relevant duties as required by the Psychology Team. This may include specific projects andtasks directly related to the work of the Division of Mental Health & Learning Disabilities. To co-operate in implementing the requirements of all health, safety and environmental legislation relating to codesof practice and safety instructions. Reporting of faults via Trust Help desk, ensuring work is carried out and records maintained. To adhere to departmental and ABUHB policies and procedures To ensure all mandatory training is completed as and when necessary. To act in a way which promotes dignity and respect towards patients, carers, colleagues and other professionals,visitors and members of the public.
Person Specification
Qualifications and knowledge
Essential
- Good standard of education clearly demonstrated
- Knowledge of administrative procedures, systems and microsoft packages
Desirable
- Administration or secretarial qualification
- Knowledge of WCCIS, oracle and database systems
Experience
Essential
- Administrative or secretarial office based experience, preferably within NHS or healthcare environment
- Experience of arranging and servicing meetings, minute taking and distribution
Desirable
- Previous NHS experience
- Experience of working within a mental health setting
Skills and attributes
Essential
- Good written and verbal communication skills
- Good organisational skills
Desirable
- WCCIS Literate with understanding of databases
- Understanding of Information Governance guidelines
Person Specification
Qualifications and knowledge
Essential
- Good standard of education clearly demonstrated
- Knowledge of administrative procedures, systems and microsoft packages
Desirable
- Administration or secretarial qualification
- Knowledge of WCCIS, oracle and database systems
Experience
Essential
- Administrative or secretarial office based experience, preferably within NHS or healthcare environment
- Experience of arranging and servicing meetings, minute taking and distribution
Desirable
- Previous NHS experience
- Experience of working within a mental health setting
Skills and attributes
Essential
- Good written and verbal communication skills
- Good organisational skills
Desirable
- WCCIS Literate with understanding of databases
- Understanding of Information Governance guidelines
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.
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.
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).
