Admin Assistant

Job summary

The Administrative Assistant will provide effective administrative service to aid the efficient running of Primary Healthcare based in HMP & YOI Parc. As well as administrative tasks the postholder will collect and input statistical information on patient activity in line with both local and national requirements as determined by His Majesty's Prison & Probation Service and the Welsh Assembly Government.

The Administrative Assistant will be expected to portray a positive image and be able to liaise in a professional manner with patients, colleagues and visitors to Primary Care.

The postholder will be expected to plan and prioritise own work load along with that of the clerk typist, ensuring systems are in place to meet deadline requirements for Cwm Taf Morgannwg University Health Board, HMPPS and WAG.

Post holder will be required to work independently, with own work being managed rather than supervised and be responsible for the day to day supervision of junior clerical staff supporting the service.

Main duties of the job

To oversee and use to full potential the data collection software within the Team. Be responsible for collation, preparation and formal presentation of performance related data and to support the Manager in all aspects of managing data and performance.

The emphasis within the Team will be on team working, sharing of knowledge and experience for the overall benefit of the organisation.

To ensure that through personal development the postholder should assist in the implementation of Cwm Taf Morgannwg University Health Board, Operator and HMPPS procedures in order to achieve required all organisational objectives.

Dealing sensitively with patients in person and via the telephone.

Ensure all appropriate procedures are followed in relation to patient safety where a patient has indicated the possibility of self harm.

Ability to deal with distressing circumstances which may appear when dealing with highly sensitive correspondence.

Communicate with all disciplines within Primary Care and across the organisation as well as patients, and carers.

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

This post is fixed term/secondment for 12 months due to maternity cover. If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.

About us

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.

Job description

Job 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.

To oversee and use to full potential the data collection software within the Team. Be responsible for collation, preparation and formal presentation of performance related data and to support the Manager in all aspects of managing data and performance.

The emphasis within the Team will be on team working, sharing of knowledge and experience for the overall benefit of the organisation.

To ensure that through personal development the postholder should assist in the implementation of Cwm Taf Morgannwg University Health Board, Operator and HMPPS procedures in order to achieve required all organisational objectives.

Dealing sensitively with patients in person and via the telephone.

Ensure all appropriate procedures are followed in relation to patient safety where a patient has indicated the possibility of self harm.

Ability to deal with distressing circumstances which may appear when dealing with highly sensitive correspondence.

Communicate with all disciplines within Primary Care and across the organisation as well as patients, and carers.

To participate in pre-release meetings with the operator and healthcare professionals to ensure appropriate communication and sharing of information with GPs, Pharmacies and other agencies involved in patient care upon release.

Communicate effectively with operational staff and security within the prison environment to ensure the safe and timely transfer of patients, to include the preparation of risk assessments for patients attending external hospital.

Use a variety of communication and interpersonal skills and have the ability to foster good working relationships at all levels. Will need to receive and transmit routine information requiring tact, persuasive and empathetic skills when dealing with distressed patients and carers in person or by phone and be aware of the reporting system should an incident occur and be able to transmit more complex information relating to performance management to Healthcare Management Team Members.

To undertake general reception duties, meeting and greeting visitors and patients as required, including incidental contact with patients who visit the department, giving advice, guidance, signposting and using de-escalation techniques as required.

Minute and transcribe meetings, distributing necessary papers as and when required.

To provide a support to the primary care clinical team in processing referrals, liaising with patients previous registered GP practice and secondary care to obtain relevant medical information.

Where appropriate provide management with statistical analysis of data and identifying gaps and areas for improvement to maximise performance outcomes.

Organise own daily work processes.

Monitor and review data capture systems, ensuring that quality and accuracy of data capture and reporting is consistently high

Undertake and assist in regular data accuracy checks and data cleansing.

Deal efficiently and effectively with correspondence and queries, often of a highly confidential nature from other agencies and the general public.

Deal effectively with all other correspondence and queries relating to the Service.

Ensure all patient correspondence and investigations are filed into the electronic patient record within required timescales and prior to outpatient attendance.

Attend and assist in facilitating the operational healthcare meetings as and when required.

Ensure patient appointment booking systems are well managed and maintained.

Responsibility for setting up clinics within healthcare, to include monitoring on a daily basis and making changes in response to operational challenges.

Carry out health and safety responsibilities in accordance with Directorate and Cwm Taf Morgannwg University Health Board policies and procedures.

Audio and copy typing of letters/reports generated by the Team.

Assist with the typing of research projects as necessary.

Produce information in presentation format as required.

To have knowledge and be aware of responsibilities under the ACCT act within the prison environment.

Participate in own performance appraisal, ensuring a personal portfolio is kept up to date.

Responsible for overseeing and ensuring accurate and timely submission of data within the service, taking necessary action to address data queries.

To co-ordinate staff training, ensuring that staff are up to date in the completion of all related monitoring documentation and to book suitable accommodation and ensure that visitors meet safety requirements for entry.

Offer advice and guidance as necessary on data collection as determined by national and local guidelines.

Assist in the planning and monitoring of workload of junior clerical staff.

Ensure safe use of all equipment used reporting any faults to the Practice Manager.

Ensure all offices/work areas are secured every time that the room is left unattended and to ensure that any security breaches are reported immediately. This includes ensuring that patients do not have access to rooms with medication, telephones or computers.

Assist the budget holder with stock control in relation to office consumables.

Follow and comply with all Cwm Taf Morgannwg University Health Board policies and procedures.

Required to comment on policies and procedures for own area.

To become proficient in all IT systems used within the Team offering advice and guidance to other staff as required.

Routinely access and input accurate information into the Cwm Taf Morgannwg University Health Board, The operator and HMPPS IT systems, Myrddin, WCP, WCCG, CMS and PNOMIS to access and update patient information.

Where appropriate provide management with statistical analysis of data and identifying gaps and areas for improvement to maximise performance outcomes.

Produce and present written and graphical reports to service manager on a monthly basis detailing performance against targets.

To be able to save all electronic information to the appropriate file as per procedures.

Maintain all databases ensuring that the daily movement data is downloaded and extracted from the PNOMIS system to the electronic clinical system to ensure patient locations within the prison environment are correct.

Produce and process all patient correspondence in relation to appointments, reviews and discharges etc.

To assist in undertaking departmental audits as and when required.

Stay up to date with current and likely future data requirements in imposed by WAG and the local commissioning team, liaising appropriately with the management

Person Specification

Qualifications

Essential

Vocational Level 3 in Administration or possess equivalent level of knowledge/experience

Desirable

ECDL

Other

Essential

Able to satisfy mandatory security clearance

Knowledge

Essential

Knowledge of secretarial or administrative procedures and systems, some of which are non-routine

Experience

Essential

Office administration experience

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