Team Secretary/Administrator

4 weeks ago

Carmarthen, United Kingdom Hywel Dda University Health Board Full time

Job summary

An exciting opportunity has arisen for an enthusiastic and experienced individual to join the Administration Team in the role of Team Secretary/ Administratorfor the Older Adult Mental Health Team.

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

Main duties of the job

The post holder will be required to undertake a wide range of duties including receipt and distribution of mail, first point of contact for the service, and operate our patient administration systems, (WPAS) and Care Partner.

The successful candidate will also be required to process referrals and maintain an accurate database. They will be expected to demonstrate excellent organisation skills and be flexible and adaptable in their approach to work. They must be able to work on their own initiative, use tact and diplomacy where appropriate and possess excellent communication skills.

The successful candidate will be required to support the delivery of a quality comprehensive service to the team and provide cover in the event of administrative staff absences.

The role may also involve travelling to and working across other sites within the Directorate in support of service delivery.

In line with the Transformation of Mental Health Services, the successful candidate may be required to provide administrative support for the delivery of a 7-day service in the future.

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

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 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.

Job description

Job responsibilities

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 05/06/2024.

Person Specification

Qualifications and knowledge

Essential

RSA/NVQ 3 or equivalent demonstrable experience of administrative / office skills and knowledge

Desirable

ECDL or equivalent experience and/or qualifications

Experience

Essential

Familiar and competent with Microsoft IT packages, especially Word, Excel and PowerPoint Familiar and confident using email and searching the internet Experience of maintaining spreadsheets and databases

Desirable

Experience of working within the NHS Experience of patient administration systems Experience of taking and transcribing minutes of meetings

Language Skills

Desirable

Welsh Speaker (Level 1)

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