We encourage applications from all with protected characteristics and from those in the Armed Forces Community. Applicants are invited to apply in Welsh, any application submitted through the medium of Welsh will not be treated less favourably than applications made in English.
Please let us know if you have any particular requirements to enable you to participate in the application and selection process. We will be pleased to discuss any reasonable adjustments or support needed. If you need any documents in a larger font or a different format (such as braille) please either contact the recruiting manager named in the job advert or alternatively contact the Aneurin Bevan University Health Board recruitment team on 01495 745805 option 3 or email abb.vacancyrequests@wales.nhs.uk
Early applications are encouraged as we may close the vacancy at any time.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
Aneurin Bevan University Health Board supports flexible working.
Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process.
Job Overview
* Administrative Support: Handling correspondence, telephone communication, mail processing, and diary management.
* Meeting Coordination: Organising and servicing meetings, preparing agendas, taking accurate minutes, and maintaining action logs.
* Data Management: Maintaining referral systems and patient records using Microsoft Excel, WCCIS, and other relevant tools.
* Referral Processing: Managing and monitoring waiting lists, validating demographic data, and supporting timely responses to referrals.
* Information Governance: Maintaining filing systems and electronic records in line with IG and Data Protection standards.
* Team Support: Coordinating calendars, arranging training events and workshops, ordering office supplies, and assisting new starters.
* Service Improvement: Proposing and implementing changes to local policies and procedures to enhance efficiency.
* Judgement and Communication: Exercising discretion when handling enquiries and exchanging information with staff on departmental matters.
Main duties of the job
* Administrative and Secretarial Support
o Provide general administrative assistance including mail handling, telephone communication, and diary coordination.
o Arrange and service meetings, including preparation of agendas, accurate minute-taking, and maintaining action logs.
o Order and maintain office supplies.
* Data and Record Management
o Maintain accurate records, logs, and data reports for Welsh Government monitoring.
o Process referrals and maintain central records to support timely and responsive service delivery.
o Ensure patient data quality by validating demographics and updating records on systems such as WCCIS.
o Maintain and monitor waiting lists, contributing to data validation and partial booking processes.
* Communication and Coordination
o Support communication between the team, referrers, and other stakeholders.
o Manage team calendars and coordinate liaison nurse availability with referrers and stakeholders.
o Exchange information with staff on departmental matters and procedures, exercising judgement when dealing with enquiries.
* Service Support and Improvement
o Support service audits and quality improvement tasks.
o Collate and present data required for Directorate and Welsh Government reporting in a timely and accurate manner.
o Propose and implement changes to policies and procedures within own area of responsibility.
o Assist with event planning, including training days and stakeholder workshops.
o Demonstrate own duties to new starters as required.
Working for our organisation
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in‑house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world‑class healthcare service fit for the future.
Skills and Attributes
Essential criteria
* Comfortable liaising with people who may have communication difficulties, including individuals with learning disabilities, hearing loss, or anxiety.
* Ability to manage competing priorities and handle frequent interruptions while maintaining accuracy and attention to detail.
* Excellent interpersonal and customer service skills, including ability to remain composed under pressure.
* Demonstrable administrative or secretarial experience.
Desirable criteria
* Experience in health or social care settings.
* Experience with WCCIS or similar clinical information systems.
* Welsh language skills desirable at levels 1‑5 in understanding, speaking, reading, and writing in Welsh.
Qualifications and Knowledge
Essential criteria
* Educated to GCSE level or equivalent.
* Knowledge of secretarial or administrative procedures and systems, such as answering queries, progress chasing and task‑related problem solving, acquired through experience and training to Vocational Level 3 or equivalent demonstrable level of knowledge and experience.
* Proficient in Microsoft Office (Word, Excel, Outlook).
* Standard keyboard skills.
Desirable criteria
* Knowledge of Welsh Government reporting processes.
Experience
Essential criteria
* Experience working in a busy team‑based environment.
* Experience managing data and producing reports.
* Demonstrable administrative or secretarial experience.
Desirable criteria
* Experience handling sensitive or confidential patient information.
* Experience managing or supporting waiting list administration.
* Knowledge of Welsh Government reporting processes.
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