Scanning Clerk/Administrator

Job summary

The post holder will work within clearly defined UHB Policies and Medical Practice administrative procedures, using own initiative to make immediate routine operational decisions, however the Practice Manager is available for advice and guidance if required.

The post holder will deal with routine information orally, in writing and electronically, communicating with work colleagues, patients, UHB staff, contractors and representatives of other NHS organisations.

The main purpose of this role is to ensure all correspondence relating to the Medical Practice population is scanned into the practice clinical system in an accurate and timely fashion, and that all incoming practice mail is read coded accurately and appropriately using both clinical software and Microsoft Office.

Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesn't mean essential; whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing and selecting candidates. This isn't 'fluency', just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health. For more information, see 'Welsh Language Guidance' in the documents right at the bottom.

Main duties of the job

Scanning/Administration

The post holder will :

Ensure that all correspondence eg. hospital letters etc. relating to the Practice population is scanned into the practice clinical system in an accurate and timely fashion.

Be responsible for the electronic distribution of scanned correspondence to the appropriate member of the Primary Healthcare Team.

Establish robust systems for ensuring original documentation are stored securely and appropriately.

Confidentially dispose of, and shred documentation in line with Practice procedure or as directed by the Practice Manager.

Liaise with the Practice Manager with regards any faults with the scanning equipment.

Be responsible for scanning all urgent faxes upon request.

Update weekly Docman administration files through the Vision system.

Provide an efficient, accurate audio and digital typing and word processing service for the General Practitioners and Health Professionals as required eg. letters, patient referrals, reports etc.

About us

Cwm Taf Morgannwg (CTM) University Health Board, part of NHS Wales, serves a large population across a diverse and beautiful region, steeped in history and heritage. With nearly 13,500 staff, our health board is one of Wales's largest employers.

Together, we are Team CTM; a workforce dedicated to offering excellent patient care and support to the 450,000 people across our three regions, Bridgend, Merthyr Tydfil, and Rhondda Cynon Taf. We operate three District General hospitals, several community hospitals, primary and community care facilities.

CTM's location offers the best of South Wales, just 20 minutes from Cardiff's vibrant city life, the natural beauty of the Brecon Beacons, and the serene coastline at Ogmore. Whether you enjoy lively urban amenities, peaceful countryside, or seaside escapes, our location makes an ideal setting for both work and personal life.

Our CTM 2030 Strategy--Our Health, Our Future--focuses on uniting our region around shared health and wellbeing goals. Our values guide us daily:

o We listen, learn, and improve

o We treat everyone with respect

o We work together as one team

CTM employees enjoy benefits including; a leading pension, generous leave, flexible work, career growth, and access to ongoing learning and development.

At CTM, you'll find a welcoming, team-oriented workplace that values diversity and compassion, where you can take pride in your work and the difference it makes.