Main area Administrative & Clerical Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday) Job ref 110-AC269-0925
Employer Cwm Taf Morgannwg University Health Board Employer type NHS Site Dewi Sant Health Park Town Pontypridd Salary £25,313 - £26,999 per annum Salary period Yearly Closing 06/10/2025 23:59
Administrative Assistant
Band 3
Thank you for your interest in joining Cwm Taf Morgannwg (CTM) University Health Board.
Located in the heart of South Wales, we’re central to Cardiff, Newport, and Swansea. Deeply rooted in our community, as an NHS organisation we are dedicated to providing compassionate patient care and building healthier communities together.
At CTM, you’ll be part of a supportive, inclusive team from diverse nations, cultures, and backgrounds. Every role counts, every person matters, and together, we’re creating a space where everyone can thrive.
Discover more about working with us here:
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
Working for our organisation
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 tea
We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.
Detailed job description and main responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac
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.
Person specification
Qualification and Knowledge
* 3 GCSEs or equivalent experience
* Vocational Level 3 Business Administration or equivalent skills, knowledge and experience
* Typing qualification or equivalent relevant experience
* Knowledge of medical terminology
* ECDL or equivalent experience
* Application Form Interview References
Experience
* Previous office experience
* Experience of using databases
* Experience of establishing new systems of work.
* Has previously worked in the NHS or similar environment.
* Experience of using healthcare systems
* Application Form Interview References
Aptitude and Abilities
* 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
* Welsh language speaking/listening skills at a Level 3 or above
We are committed to fostering a diverse and inclusive workforce and welcome applications from individuals within protected groups as outlined in the Equality Act 2010. This includes, but is not limited to, age, sex, sexual orientation, gender identity/reassignment, race/nationality, religion/belief, disability, pregnancy and maternity, and marriage and civil partnership. We also warmly welcome applications from members of the Armed Forces community.
Applicants who are not UK or Republic of Ireland nationals will require sponsorship to obtain either a Health and Care Visa or a Skilled Worker Visa unless they already hold permission to work via another route. Prospective applicants should self-assess their eligibility for sponsorship by visiting the UK Government’s Work in the UK guidance. For eligible candidates, the Health and Care Visa offers reduced application costs and exempts payment of the annual Immigration Health Surcharge.
Please ensure you check your email regularly, as all recruitment correspondence will be sent to the email address provided on your application form.
Applications are welcome in either Welsh or English, with no preference given to the language used.
We reserve the right to close a vacancy early or withdraw an advertisement to accommodate the redeployment of internal staff into suitable roles.
All posts are subject to relevant checks, including a Disclosure and Barring Service check and, where required, Professional Registration verification.
We are proud to be a Living Wage Employer.
Employer certification / accreditation badges
Name Neil Thomas Job title CDAT Admin Team Leader Email address neil.e.thomas@wales.nhs.uk Telephone number 01443 443060 Additional information
CDAT Admin Team Leader / Arweinydd Tîm Gweinyddol CDAT
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