Support Medical Secretary
The closing date is 25 February 2026
To contribute to the provision of health care to the people of the Merthyr, Cynon and Rhymney, Rhondda Cynon Taff and Bridgend valleys by providing confidential and comprehensive secretarial service to the consultant and associated team within the consultant's speciality.
Following appropriate systems, procedures, policies and processes, ensuring efficient and accurate typing skills are performed and that timely communication is carried out to allow the patients to experience a smooth journey at all times.
Assist the consultants' secretaries within the Ophthalmology Department by providing direct support within the consultants' medical teams.
Routine typing/audio typing of clinical correspondence.
Managing Consultants' diaries, prioritising results, organising clinical activity.
Liaising with patients, GP's and outside Health Boards to provide treatment and care.
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
* Communicate with Clinicians, patients, nurses, managers, administrative staff, relatives, GPs, Pharmaceutical Representatives and other Health Boards. Good interpersonal skills at all levels, which may involve complex or sensitive information.
* Play a supportive role within the running of the Ophthalmology medical team. With experience, anticipate problems on any urgent issues recognise within the Urology Department and take necessary action to solve these problems using their own initiative.
* Receive, open and post all departmental mail. Carry out any necessary tasks generated by such mail, e.g. draw to the attention of Consultant, telephone the writer, etc send any faxes, adhering at all times to both the Data Protection Act and Health Board policies in accordance with confidentiality.
* Deal sensitively with patients/relatives/members of the public presenting in the department or on the telephone with a query or complaint. You should have the ability to defuse informal complaints and know the procedure of forwarding the complainant in the right direction. Depending on the enquiry, reassure patients, seek advice and always record the time, date and nature of the call.
* Liaise effectively with other internal departments e.g. Wards, Medical Records and Radiology. Where necessary deal with enquiries arising from clinics.
* Deal with enquiries from within the Health Board, extended NHS and outside Agencies in connection with patient management, liaise with a multi‑disciplined team within the Ophthalmology department.
* Liaise effectively with medical, nursing and administrative colleagues at all levels in the organisation.
* The purpose of this post should remain constant but the duties and responsibilities may vary over time within the overall role of the post.
* Arrange clinic appointments outside normal Medical Record System, liaise with patients.
* Retrieve, receive and return case notes (to allow this to be managed efficiently the use of WPAS is paramount).
* Ensure that investigation results are signed by doctors before filing. Monitor patients notes to ensure all investigation results are received.
* Identifying, allocating date and contacting patients. Updating patient information system and collecting patient case notes.
* Take abnormal investigation results over the telephone from Path Lab name of secretary taking said results is requested and recorded: process investigation results; in the event of abnormal results it would be necessary to inform the Consultant or senior member of the medical team. Carry out any instructions given in regard to same (e.g. arrange admission, B/F OPD appt).
* Using advanced keyboard skills and medical terminology Type and process the following: Clinical letters/follow up letters, Medical/legal/complaint reports, to patients GP following outpatient clinic, to other NHS Departments, Health Board management and outside Agencies follow-up on verbal instructions given on tape, ensure a copy of the letter is filed in the patients notes, ensure notes are tracked and returned to main file.
* Provide general non‑clinical advice to patients/relatives/carers.
* Follow Health Board/statutory policies and procedures in the safe storage of information, i.e. Caldicott confidential patient information.
* Follow Health Board policies and procedures in the use of Information Technology security.
* Assist with implementation of secretarial/ administrative policies for own area.
* To ensure maintenance of adequate levels of stocks of stationery, participating in Departmental procedures for ordering.
* Cover during the absence of colleagues; in the event of other medical secretaries being absent, it is important that the secretary keeps abreast with other colleagues methods and process of working so an efficient and effective service will be maintained during this time.
* Use advanced word processing/audio‑typing skills.
* To assist in the collation and provision of information for Audit.
* To use the computer systems to carry out role, e.g. WPAS Excel and Microsoft office.
* Follow statutory policies and procedures in the safe storage of information, i.e. Caldicott confidential patient information.
* Follow Health Board policies and procedures in the use of Information Technology security.
* Managing own workload within the Department in an efficient manner, following Departmental standard operating procedures, Directorate, Health Board policies at all times.
* Liaising with appropriate departments to aid the smooth running of the team.
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:
* We listen, learn, and improve
* We treat everyone with respect
* 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.
Person Specification
Qualifications and/or Knowledge
* Understanding of Office Software packages
* Knowledge of Health Board's WPAS system and tracker/Radis
* Knowledge of medical terminology
Experience
* Working using own initiative and as part of a team.
* Working to deadlines
* Experience of working in a hospital environment.
Aptitude and Abilities
* Good interpersonal and communication skills.
* Accurate typing and the ability to use an audio type back system
* Welsh Language Skills (Level 3 and above/B1) are Desirable for this Role.
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.
Cwm Taf Morgannwg University Health Board
£25,313 to £26,999 a year pro rata per annum
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