Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD
An exciting opportunity has arisen within the Hospital Operations Team based at Neath Port Talbot Hospital.
We are a very busy and friendly team and are looking to engage an experienced Assistant Medical Secretary with excellent secretarial, typing and interpersonal skills to take on this busy and varied post. The successful applicant will become an integral part of an efficient team providing secretarial support and assisting with data management for the Care of the Elderly and Neuro-Rehabilitation teams.
The post holder will need to meet deadlines, and maintain standards relating to administrative processes, with the ability to exercise initiative, operating within procedural guidelines and to plan ahead and prioritise workload in response to changing demands.
A sound knowledge of medical terminology and experience in the use of hospital-based IT systems and proficient in utilising Microsoft Office would be an advantage as well as an understanding of patient pathways. It is preferable that applicants have recent previous experience within a comparable role.
Main duties of the job
To provide high quality administrative / medical secretarial support to the Care of the Elderly and Neuro-Rehabilitation teams.
Provide an efficient and comprehensive administrative and typing service.
The Assistant Medical Secretary will maintain a direct and close working relationship with the Care of the Elderly Team, the Neuro-Rehabilitation Team and and other relevant departments.
Typing Patient Letters
Maintaining Databases
Answering Phone calls and assisting patients and staff
Maintaining stock levels and performing Oracle Ordering
Booking clinics and arranging appointments
Working for our organisation
We believe staff are our best asset and we want 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 or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and 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 that our 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.
Detailed job description and main responsibilities
Person specification
Qualifications and Knowledge
Essential criteria
1. Educated to vocational level 3 or able to demonstrate the equivalent level of knowledge, sills and experience
2. Demonstrable working knowledge of Microsoft packages including Word, Excel, Outlook and Teams.
3. Possess or work toward gaining an understanding of medical terminology
Desirable criteria
4. Commitment to personal development.
5. Knowledge of some medical terminology.
6. RSA/OCR Stage II in audio typing.
Experience
Essential criteria
7. Working to deadlines.
8. Being able to determine priorities.
9. Knowledge of filing systems.
10. Experience of dealing with general public in person and by phone.
11. Ability to work on own initiative and as part of a team.
Desirable criteria
12. Working with staff from different disciplines.
13. Previous experience working in a clerical / administrative role within a NHS setting.
14. Experience of using a NHS Patient Administration system (PAS).
15. Experience of audio typing.
Aptitudes and Abilities
Essential criteria
16. Adhere to and can demonstrate SBU Values & Behaviours
17. Be able to demonstrate tact and diplomacy when working with others be flexible to the demands of departmental staff including unpredictable work patterns, deadlines and frequent interruptions. See and treat others as individuals (patient, families, colleagues) and treats people with dignity and respect.
18. Advanced keyboard use / audio-typing skills
19. Shows resilience, adaptability and flexible approach as situations arise and positivity when times are tough. Willing to seek out learning, give and accept constructive feedback and committed to continuous improvement
20. Shows respect for others’ views and appreciate others’ inputs and encourage colleagues to display our values
Desirable criteria
21. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh.
Other Essential
Essential criteria
22. Able to work hours flexibly and travel to other Hospital sites within geographical area.
23. Ability to work through implementation of new procedures and technology
24. Carry / move equipment / case notes within manual handling guidelines
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable