Job summary
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.
Main duties of the job
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.
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.
Job description
Job responsibilities
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
Job description
Job responsibilities
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
Person Specification
Qualifications and/or Knowledge
Essential
- 3 GCSEs or equivalent.
- NVQIII Business Administration or willingness to work towards
- RSAII Typing or equivalent relevant experience
- ECDL or equivalent.
- Ability to transfer IT skills to new applications.
Desirable
- Medical terminology
- Knowledge of Myrddin, WCCIS, FACE & NWIS IT systems
Experience
Essential
- Previous all round office experience.
- Experience of using databases
- Ability to work in a challenging environment
Desirable
- Has previously worked in the NHS or similar environment.
Aptitude and Abilities
Essential
- Good communication and listening skills
- Sensitive to the issues faced by clients with substance misuse problems.
- Flexible in approach to work and duties to meet the needs of the service.
Desirable
Person Specification
Qualifications and/or Knowledge
Essential
- 3 GCSEs or equivalent.
- NVQIII Business Administration or willingness to work towards
- RSAII Typing or equivalent relevant experience
- ECDL or equivalent.
- Ability to transfer IT skills to new applications.
Desirable
- Medical terminology
- Knowledge of Myrddin, WCCIS, FACE & NWIS IT systems
Experience
Essential
- Previous all round office experience.
- Experience of using databases
- Ability to work in a challenging environment
Desirable
- Has previously worked in the NHS or similar environment.
Aptitude and Abilities
Essential
- Good communication and listening skills
- Sensitive to the issues faced by clients with substance misuse problems.
- Flexible in approach to work and duties to meet the needs of the service.
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).
