Administration Assistant

A vacancy has arisen for the position of Administration Assistant for the Clinical Nurse Specialists in the Osteoporosis and Parkinsons Service.

The post holder will be required to provide an administration/ clerical service following appropriate systems, procedures, policies and processes.

The post holder will be responsible for maintaining records both manually and on a computerised system and demonstrate the ability to handle sensitive and confidential patient information i.e. clinical letters, investigations and results.

Provide a support service to the clinical staff within the service which will include audio typing transcription of clinical information.
Responsible for accurate filing, both physically and electronically of patient information in a timely manner.
Be a point of contact via the telephone for queries, using initiative and dealing sensitively with distressed/angry callers.
Ensure that complaints from patients / relatives are handled appropriately and where necessary the complainant referred on to appropriate person/Department.
Liaise with other internal departments e.g. Wards, Medical Records, Radiology & Pathology.
Notify relevant departments of changes in Outpatient clinic lists and if necessary, take an active part in reallocation of clinics in conjunction with colleagues.
Managing diaries.
Manage time effectively to ensure that work is completed within timescales.
Process incoming and outgoing correspondence for the service, ensuring urgent action is taken where appropriate i.e. abnormal investigations, results and urgent referrals.
Provide general non-clinical advice i.e. arranging appropriate times and dates for appointments and investigations.
Competent use of computer systems for entering and retrieving patient information i.e.. Microsoft office, WPAS, Excel and Clinical Portal System.

Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
**Four main hospitals**: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;
**Seven community hospitals**: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;
48 general practices (four of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;
Numerous locations providing mental health and learning disabilities services;
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.

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

You will be able to find a full job description and person specification attached within the supporting documents.

The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these mínimal desirable requirements during the course of your employment with us.

Interviews will be held on 17/01/23