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Medical Secretary

3 months ago

Llantrisant, Rhondda Cynon Taf, United Kingdom Cwm Taf Morgannwg University Health Board Full time
To contribute to the provision of health care to the people of the Rhondda
Cynon Taff, Merthyr, Cynon and Rhymney Valleys by providing confidential
and comprehensive secretarial service to the consultant and associated
teams with the consultant specialities.
Following appropriate systems, procedures, policies and processes, enduring
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.

Routine typing and audio typing of clinical correspondence.
Managing Consultant's diaries, prioritising results, organising clinical activity
and patient admissions.
Liaising with patients, GP's and outside Health Boards to provide treatment
and care.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

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


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.

Communicate with Clinicians, patients, nurses, managers, administrative staff, relatives, GPs', Reps and other Health Boards.

Act as the first point of contact for the Consultant and their team.


Deal with patients, relatives and members of the public as and when they arrive at the office in person, take appropriate action.

Deal with them with tact, sensitivity and confidentiality.

Liaise effectively with other internal departments e.g. Wards, Theatres, Medical Records and Radiology.


Liaise effectively with external organisations, General Practices, other hospitals, Social Services and as required Coroner's Office, Police, Courts and Prison Service.

Liaise effectively with medical, nursing and administrative colleagues at all levels in the organisation.

RSA III or equivalent level of knowledge or experience.

ECDL certification or equivalent, would be desirable.

Ability to use audio typing equipment.

Knowledge of medical terminology.

Excellent communication/telephone skills and the ability to deal with staff at all levels.


Ensure that complaints from patients or their relatives are handled appropriately and where necessary the complainant referred on to the appropriate person / department.

Post holder is required to make judgements on facts and situations which require analysis, and which are on-going, e.g. re-scheduling of Consultants' appointments and commitments, dealing with queries from service users and providing results by telephone when appropriate.

Consultant's additional duties, for example:
research, audit or managerial responsibilities etc.

Setting up proforma's in order to undertake database research work for audit purposes.

Co-ordinating patient pathways


Ensure that all relevant persons / departments are notified of planned leave for the Consultant and their team including completion of clinic reduction/cancellation slips and notification to Theatres.

Ensure that patient case notes are handled efficiently and securely using WPAS and Tracker.

File documents in patient notes according to Health Board Procedure. Deal appropriately with abnormal / urgent investigation results by bringing to the attention of appropriate persons.

Provide general non-clinical advice to patients attending for anaesthetic assessment, arranging appropriate times and dates for admission.

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.

Implements secretarial and administrative policies for own area.

To ensure maintenance of adequate levels of stocks of stationery, participating in Departmental procedures for ordering.

If required manage donations from patients according to Health Board Policy


To participate and assist in the training of new staff in the use of new technology and developments in secretarial practice, where appropriate.

Supervise the assistant medical secretaries and when necessary provide training for new assistant medical secretaries on appointment.

When required cover the absence of Medical Secretary Colleagues.


To support junior doctors, within the Department, during their induction period, offering advice and guidance on Health Board and departmental procedures and that of the local area.