Job summary
An exciting opportunity has arisen for an enthusiastic and experienced individual to join our S-CAMHS Team within MH&LD Directorate Admin Services, in the role of Band 4, Medical/Team Secretary, Based in Ty Helyg, Caradog Road, Aberystwyth, working Monday to Friday 09:00am - 5:00pm.
Experience of a range of IT systems including Microsoft Word, Excel Management, Data Collection, Power Point, and E-Mail, coupled with proven secretarial skills and previous experience is essential.
Main duties of the job
- Be the first point of contact for the department / service.
- Deal with all queries both in person, via the telephone and or e-mail.
- Liaise where necessary with senior members of team.
- Process incoming confidential and routine mail and distribute accordingly.
- Use initiative, discretion and service knowledge to action as necessary.
- Ensure all outgoing mail is addressed appropriately
- Maintain clinical diaries, ensuring clinicians are aware of their commitments, adjusting conflicting demands as and when required.
- Schedule statutory meetings, ensuring appropriate files and other relevant information is available so that meetings are conducted in an efficient and cohesive manner.
- Filter and respond to requests from other staff, prioritising the demands on the time of the Clinicians / Consultant(s) / Medical Staff.
- Ensure relevant records and documentation (results, reports, correspondence) are available for clinics and or assessments
- Use various Health Board approved Software.
- Process and register departmental / service referrals, liaising with Medical Records as and when required.
- Ensure patients / service users / clients contact address, personal and GP details are entered on to approved Health Board Patient Administration System(s) and update as and when required.
- Take responsibility for departmental and own filing.
About us
Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 12,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services to almost 400,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest.
Five community hospitals: Amman Valley Hospital and Llandovery Hospital in Carmarthenshire, Tregaron Hospital in Ceredigion and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire.
Two integrated care centres (Aberaeron and Cardigan, Ceredigion).
Community facilities, including:
48 General Practices (GP surgeries), 49 Dental Practices, 98 Community Pharmacies (chemists), 44 General Ophthalmic Practices (including eye health and low vision services), 38 sites providing mental health and learning disability services, care within your own homes.
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.
Job description
Job responsibilities
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 20/01/2025.
Job description
Job responsibilities
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 20/01/2025.
Person Specification
Qualifications and Knowledge
Essential
- NVQ3/RSAIII or equivalent demonstrable experience of typing
- PLUS experience of a full range of duties working in an administrative / office environment
- AND Knowledge of Medical / Healthcare Terminology
Desirable
- Educated to advanced level or equivalent
- Secretarial training along with experience of Audio Transcription
- Shorthand
- ECDL or Equivalent IT Qualifications
Experience
Essential
- Experience of working in a busy complex environment
- Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, desktop publishing and e-mail]
- Experience of setting up and maintaining spreadsheets, databases
- Experience of handling verbally aggressive calls
Desirable
- Experience of working within the NHS
- Experience of Patient Administration Systems
- Experience of using Vision
Language Skills
Desirable
Person Specification
Qualifications and Knowledge
Essential
- NVQ3/RSAIII or equivalent demonstrable experience of typing
- PLUS experience of a full range of duties working in an administrative / office environment
- AND Knowledge of Medical / Healthcare Terminology
Desirable
- Educated to advanced level or equivalent
- Secretarial training along with experience of Audio Transcription
- Shorthand
- ECDL or Equivalent IT Qualifications
Experience
Essential
- Experience of working in a busy complex environment
- Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, desktop publishing and e-mail]
- Experience of setting up and maintaining spreadsheets, databases
- Experience of handling verbally aggressive calls
Desirable
- Experience of working within the NHS
- Experience of Patient Administration Systems
- Experience of using Vision
Language Skills
Desirable
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).
