Job summary
The Administrative Assistant / Typist will be responsible for proving a comprehensive administrative and typing service for General Medicine Departments - including Respiratory, Gastroenterology, Stroke, Care of the Elderly, Acute Medicine and Diabetes.
The Administrative Assistant / Typist will maintain a direct and close working relationship with the Medical Secretaries, Consultants and Medical staff as well as other staff within the Department, Medical Secretaries, Medical Support Manager and other support staff. The post holder will work within standard administrative procedures with someone generally available for reference.
Main duties of the job
To provide general administrative and typing support to the Medical Secretary and Medical staff as well as their teams, which will include typing, filing, photocopying, faxing and e-mailing.Dealing with day to day queries within the department in an appropriate and sensitive manner via the telephone or face to face.To type written/audio outpatient clinic letters, domiciliary letters, reports,memorandums, references etc. as required by the Medical Secretary and medical teams. Therefore the post holder will be required to have advanced keyboard skills.To organise and ensure all investigations and results are appropriately managed, filed in case notes and copied to GP's and patients (where necessary) in a timely manner.To receive and respond to telephone enquiries from patients and relevant staff groups and to resolve day to day issues as necessary. Ensure relevant details are recorded and messages passed to the appropriate staff members in a timely manner. To provide advice to patients etc. on clinic appointments via the telephone or face to face.
About us
We believe staff are our best asset and wewant you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - wehave a job for you.
There are also apprenticeships, work placementsand volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show thatour commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery,with all the benefits of a thriving and cosmopolitan city - look no further.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Job description
Job responsibilities
To provide general administrative and typing support to the Medical Secretary and Medical staff as well as their teams, which will include typing, filing, photocopying, faxing and e-mailing.Dealing with day to day queries within the department in an appropriate and sensitive manner via the telephone or face to face.To type written/audio outpatient clinic letters, domiciliary letters, reports,memorandums, references etc. as required by the Medical Secretary and medical teams. Therefore the post holder will be required to have advanced keyboard skills.To organise and ensure all investigations and results are appropriately managed, filed in case notes and copied to GPs and patients (where necessary) in a timely manner.To receive and respond to telephone enquiries from patients and relevant staff groups and to resolve day to day issues as necessary. Ensure relevant details are recorded and messages passed to the appropriate staff members in a timely manner. To provide advice to patients etc. on clinic appointments via the telephone or face to face.
Job description
Job responsibilities
To provide general administrative and typing support to the Medical Secretary and Medical staff as well as their teams, which will include typing, filing, photocopying, faxing and e-mailing.Dealing with day to day queries within the department in an appropriate and sensitive manner via the telephone or face to face.To type written/audio outpatient clinic letters, domiciliary letters, reports,memorandums, references etc. as required by the Medical Secretary and medical teams. Therefore the post holder will be required to have advanced keyboard skills.To organise and ensure all investigations and results are appropriately managed, filed in case notes and copied to GPs and patients (where necessary) in a timely manner.To receive and respond to telephone enquiries from patients and relevant staff groups and to resolve day to day issues as necessary. Ensure relevant details are recorded and messages passed to the appropriate staff members in a timely manner. To provide advice to patients etc. on clinic appointments via the telephone or face to face.
Person Specification
Qualifications
Essential
- 3 GCSEs or equivalent qualification
- Typewriting / Word processing qualification
- RSA Typing stage II / NVQ 2 or equivalent qualification
- Audio Typing
- Good IT skills
Experience
Essential
- Previous experience of working with information technology systems
- Previous experience of working within a busy office environment
Desirable
- Previous experience of working within a medical/NHS administrative environment
Knowledge
Essential
- Microsoft Word
- Excel
- Power Point
- Electronic diary
- E-mail
Desirable
Skills/Abilities
Essential
- Communication skills
- Maintain confidentiality
- Good team player
- Good planning and organisational skills
- Ability to work under pressure
- Analytical skills
Desirable
Personal Attributes
Essential
- Self motivated
- Flexible working
- Willingness to train new members of staff in departmental procedures
- Punctual and reliable
Desirable
- Able to adapt to new ideas and working practice
- Ability to speak Welsh
Person Specification
Qualifications
Essential
- 3 GCSEs or equivalent qualification
- Typewriting / Word processing qualification
- RSA Typing stage II / NVQ 2 or equivalent qualification
- Audio Typing
- Good IT skills
Experience
Essential
- Previous experience of working with information technology systems
- Previous experience of working within a busy office environment
Desirable
- Previous experience of working within a medical/NHS administrative environment
Knowledge
Essential
- Microsoft Word
- Excel
- Power Point
- Electronic diary
- E-mail
Desirable
Skills/Abilities
Essential
- Communication skills
- Maintain confidentiality
- Good team player
- Good planning and organisational skills
- Ability to work under pressure
- Analytical skills
Desirable
Personal Attributes
Essential
- Self motivated
- Flexible working
- Willingness to train new members of staff in departmental procedures
- Punctual and reliable
Desirable
- Able to adapt to new ideas and working practice
- Ability to speak Welsh
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).
