Job Description

An exciting opportunity has arisen for an enthusiastic and diligent administrator to join our welcoming and supportive Adult Psychology team.



We are looking for someone who has proven excellent administrative and clerical experience, is a strong team player with excellent communication skills. A welcoming telephone manner is vital as the post holder will have direct contact with patients and health professionals.

Duties to include general administration duties plus:

Inputting patient information onto databases including WCCIS



Supporting the local team to support their patients



Typing of patient letters and reports



Booking appointments, meetings and managing diaries



Waiting list validation and alterations as required



Minute taking for team and professional meetings



To be first point of contact for patients



Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.



We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.



Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.



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



Principle Responsibilities

To manage own workload and work independently to defined policies and procedure. Ensuring that own work is

managed, prioritised and actioned in a timely manner and to be able to use own initiative.

Being responsible for the requisitioning and receipting of equipment and stationery via the Oracle System and keep

databases updated in respect of orders for IT items.

Acting as first point of contact for patients, dealing courteously and appropriately in receiving calls from

patients/carers/parents, communicating all messages accurately and promptly.

Communicating via the telephone, dealing with queries from patients/clients, their families, professionals, external

agencies and other as appropriate.

Receiving telephone calls, sometimes of a complex and sensitive nature and providing general non-clinical

advice/information.

Exercising judgement when dealing with enquiries. Providing, receiving and dealing with complex and confidential information in many forms, sometimes of a sensitive

manner.

To cover the reception area when required as part of a rota within the team. Arranging meetings, booking venues and ordering refreshments as requested, ensuring relevant resources are

available. Servicing meetings, sending out agendas, circulating meeting information and taking minutes of meetings

as required.

To provide efficient secretarial support to members of the department including typing, audio-typing, photocopying,

filing, processing of incoming and outgoing mail within appropriate timeframes.

To maintain an effective filing system in accordance with the health record keeping standards. Complete and maintain patient information on WCCIS. Accurately entering statistical data on WCCIS, supplied by

the team. Maintaining existing databases.

Working with the admin team and contribute to ideas for new processes or procedures and implement these in own

work area. To develop systems to assist smooth running of the department where necessary.

To cover for periods of absence by other team Secretaries within the service if required, under the instruction of the

Team Leader and with agreement from the Lead Psychologist.

To undertake other relevant duties as required by the Psychology Team. This may include specific projects and

tasks directly related to the work of the Division of Mental Health & Learning Disabilities.

To co-operate in implementing the requirements of all health, safety and environmental legislation relating to codes

of practice and safety instructions.

Reporting of faults via Trust Help desk, ensuring work is carried out and records maintained. To adhere to departmental and ABUHB policies and procedures To ensure all mandatory training is completed as and when necessary. To act in a way which promotes dignity and respect towards patients, carers, colleagues and other professionals,

visitors and members of the public.