Job Summary
The Administrative Assistant will provide effective administrative service to support the efficient running of the CDAT Co-occurring Team. As well as administrative tasks, the post holder will collect and input statistical information on service activity in line with both local and national requirements.
The Administrative Assistant will be expected to portray a positive image and be able to liaise in a professional manner with clients, colleagues and visitors to the Service.
The post holder will be expected to plan and prioritise own work load escalating any issues to the Administration Manager, Clinical Lead and Deputy Clinical Service Group Manager.
Main duties of the job
* Provide an efficient and high standard of Administration support to the Team
* Administer and process the patient pathway including referrals, appointments, and discharges
* To use UHB, Local Authority and Welsh Government systems such as Welsh Clinical Portal and WPAS
* Audio and copy typing of letters/reports generated by the Team
* To undertake general reception duties, meeting and greeting visitors and clients as required
* Production of minutes for meetings held within the Team
* Ensure all filing is completed within a timely manner
* Assist in supporting the Support Manager/Team Leader and Medical Secretary as required
* Deputise for the medical secretary during periods of absence.
* Maintain databases ensuring that all are updated in a timely manner.
* Support the Management Team in all aspects of managing data and performance
* Ensure accurate and timely submission of data within the service.
* Communicate with all disciplines within the team, across the Care Group and UHB as well as clients, carers and other agencies involved in client care
* Awareness of the reporting system should an incident occur
* Provide, receive and process sensitive or contentious information that may be held in the department in relation to staff and patients, whilst maintaining confidentiality at all times
* Produce and log prescriptions using dedicated prescribing software
* Escalate any prescription queries to Nursing, Consultant Teams and Pharmacy
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
Person Specification
Qualification and Knowledge
Essential
* 3 GCSEs or equivalent experience
* Vocational Level 3 Business Administration or equivalent skills, knowledge and experience
* Typing qualification or equivalent relevant experience
Desirable
* Knowledge of medical terminology
* ECDL or equivalent experience
Experience
Essential
* Previous office experience
* Experience of using databases
* Experience of establishing new systems of work.
Desirable
* Has previously worked in the NHS or similar environment.
* Experience of using healthcare systems
Aptitude and Abilities
Essential
* Good interpersonal skills
* Ability to work in a busy and challenging environment
* Good communication and listening skills
* Excellent IT skills and the ability to transfer IT skills to new applications
* Non-judgemental
* Sensitive to the issues faced by clients with mental health problems
* Use VDU equipment almost continuously throughout the day. DBS Check
* Flexible in approach to work and duties to meet the needs of the service
* Ability to travel between sites in a timely manner as required
Desirable
* Welsh language speaking/listening skills at a Level 3 or above
Cwm Taf Morgannwg University Health Board is an equal opportunities employer.
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