Job Description

As Team Secretary the post holder will be required to provide a range of secretarial and clerical services to support the smooth running of day to day operational issues for the Consultant Psychiatrist and Community Mental Health Team, thus enabling a whole team approach with the aim of improving patient services and care.



The Team Secretary will be expected to portray a positive image and be able to liaise in a professional manner with clients, colleagues and visitors.



The post-holder will have an in-depth knowledge of a range of secretarial procedures to include medical terminology and medical audio/copy typing along with minute taking to support the Consultant Psychiatrist and team.



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



The Team Secretary through personal development will assist in the implementation of University Health Board policies and procedures in order to achieve required organisational objectives.



To attend multi-disciplinary meetings, ward rounds and case conferences to take minutes, ensuring timely production and distribution to all concerned as and when required.

To arrange meetings, including the organisation of venue and catering arrangements as requested.

Communicate with all disciplines within the Team and across the Directorate as well as clients, carers, GPs, Pharmacies and other agencies involved in client care.

Receive telephone calls from patients, relatives, GPs and other professionals involved in patients' care, seeking advice and guidance from senior staff on more complex issues.

Liaise with other departments and hospital as necessary.

To liaise with other team members to ensure that all patients notes/client files are available when required.

Ensure relevant clinical information is supplied to the coding department.

Maintain Consultant's diary.

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 clients and carers in person or by phone and be aware of the reporting system should an incident occur.



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.



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 attend multi-disciplinary meetings, ward rounds and case conferences to take minutes, ensuring timely production and distribution to all concerned as and when required.



To arrange meetings, including the organisation of venue and catering arrangements as requested.

Communicate with all disciplines within the Team and across the Directorate as well as clients, carers, GPs, Pharmacies and other agencies involved in client care.

Receive telephone calls from patients, relatives, GPs and other professionals involved in patients' care, seeking advice and guidance from senior staff on more complex issues.

Liaise with other departments and hospital as necessary.

To liaise with other team members to ensure that all patients notes/client files are available when required.

Ensure relevant clinical information is supplied to the coding department.

Maintain Consultant's diary.

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 clients and carers in person or by phone and be aware of the reporting system should an incident occur.

Partake as required in Departmental/Team audit, collecting statistics and preparing reports in required format.

Evaluate own working practices and propose changes which will increase performance and efficiency of the team.

Post holder will be required to work independently, with own work being managed rather than supervised.



The post holder will be expected to plan and prioritise own work load, ensuring systems are in place to meet deadline requirements for department and University Health Board.

Be able to implement and adapt to new systems as and when introduced.

Undertake routine audio and copy typing duties, associated with medical/client correspondence, discharge and clinic letters along with reports.

Receive and action domiciliary visit requests.

Assist in the production of activity date for Team.

Organise and maintain an effective filing/bring forward system.

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/client correspondence and investigations are filed into case notes within required timescales.

Maintain an accurate Medical Records filing system, ensuring case notes are tracked appropriately.

Process incoming referrals, liaising with core team members and Admin Team Leader regarding incoming referrals and team meetings.

Assist in supporting the team meetings as and when required.

Ensure client appointment booking systems are well managed and maintained.

Carry out health and safety responsibilities in accordance with Directorate and 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 use University Health Board and Local Authority systems such as FACE, WCCIS and Myrddin on a frequent basis.

Dealing sensitively with clients in person and via the telephone.

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

Follow and comply with all University Health Board policies and procedures.

Required to comment on policies and procedures for own area.

Ensure safe use of all equipment used reporting any faults to the Admin Team Leader.

Ensure all offices/work areas are secure before leaving at end of day.

Within own remit ensure that University Health Board and Local Authority Financial Control Procedures are adhered to at all times.

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

Take every opportunity to maintain and improve own knowledge and competence.

To be adaptable to change within the Department/Directorate and within your own job role.

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

Undertake copy and audio typing duties associated with medical correspondence, discharge summaries and medical reports ensuring a high degree of accuracy in the production of the same.

Type any correspondence generated by multi-disciplinary team members.

Utilise computer software to produce information in presentation format as directed (e.g. power-point, excel etc.).

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

Maintain databases as required.