Medical Secretary

Job summary

An exciting opportunity has arisen for an enthusiastic and experienced individual to join our Memory Assessment Service Team (MAS) within our MH/LD Directorate Admin Services, in the role of Band 4 Medical Secretary. Due to service requirements, the postholder will be required to work on a weekly basis between 2 sites - Y Delyn, Glangwili Hospital, Carmarthen and Caebryn, Prince Philip Hospital, Llanelli. The base (either Glangwili or Prince Philip Hospital) is to be confirmed depending on the successful applicant.

Working hours are Monday to Friday 09:00am - 5:00pm.

Experience of a range of IT systems including Microsoft Word, Excel, Power Point, and Outlook E-Mail, coupled with proven secretarial skills and previous experience is essential.

Main duties of the job

The Medical Secretary will act as first point of contact for the department / service for patients, GP surgeries and local pharmacies and deal with all queries both in person, via the telephone and/or e-mail.

Use various Health Board approved Software (eg, WPAS, Vision, CarePartner).

Managing scheduled clinics for MAS, booking rooms, taking phone calls and updating appointments on Care-Partner.

Managing and maintaining clinics, recording clinic numbers for WAG reporting .

Attending Formulation meetings, minute-taking duties, dissemination of Formulation minutes and uploading patient outcomes to CarePartner.

Managing the system for the co-ordination, generation, change and delivery of dementia medication for patients in a timely manner.

Generating, printing, scanning, uploading and posting daily Prescriptions using the Vision system.

Process incoming confidential and routine mail and distribute accordingly.

Use initiative, discretion and service knowledge to action as necessary.

Ensure all outgoing mail is addressed appropriately.

About us

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 12,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services to almost 400,000 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.

Five community hospitals: Amman Valley Hospital and Llandovery Hospital in Carmarthenshire, Tregaron Hospital in Ceredigion and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire.

Two integrated care centres (Aberaeron and Cardigan, Ceredigion).

Community facilities, including:

48 General Practices (GP surgeries), 49 Dental Practices, 98 Community Pharmacies (chemists), 44 General Ophthalmic Practices (including eye health and low vision services), 38 sites providing mental health and learning disability services, care within your own homes

Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.

Job description

Job responsibilities

Filter and respond to requests from other staff, prioritising the demands on the time of the Clinicians / Consultant(s) / Medical Staff.

Ensure relevant records and documentation (results, reports, correspondence) are available for clinics and or assessments

Ensure patients / service users / clients contact address, personal and GP details are entered on to approved Health Board Patient Administration System(s) and update as and when required.

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 Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.

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 minimal desirable requirements during the course of your employment with us.

Interviews will be held on 16/12/2024

Person Specification

Qualifications and Knowledge

Essential

NVQ3/RSAIII or equivalent demonstrable experience of typing PLUS experience of a full range of duties working in an administrative / office environment AND Knowledge of Medical / Healthcare Terminology

Desirable

Educated to advanced level or equivalent Secretarial training along with experience of Audio Transcription Shorthand ECDL AMSPAR Certificate

Experience

Essential

Experience of working in a busy complex environment Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, desktop publishing and e-mail] Experience of setting up and maintaining spreadsheets, databases Experience of handling verbally aggressive calls

Desirable

Experience of working within the NHS Experience of Patient Administration Systems

Language Skills

Desirable

Welsh Speaker (Level 1)

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