Job Description

The post holder will provide a comprehensive and high quality administrative and reception support to the Acute Medicine Clinical Team and visitors to the Ambulatory Care Unit.

The post holder will also be expected to liaise in a professional manner with colleagues, visitors and patients and undertake a wide spectrum of administrative duties.

The post holder will be expected to manage and prioritise their own workload using experience and initiative.

The post holder will be expected to support the team with the administrative functions of the Ambulatory Care Unit.

Welsh Skills Desirable:

This post is advertised as Welsh Desirable. This doesn't mean essential; whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing and selecting candidates. This isn't 'fluency', just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health. For more information, see 'Welsh Language Guidance' in the documents right at the bottom.



To work as a member of a team providing an efficient and comprehensive clerical support service for the Ambulatory Care unit thereby supporting the delivery of high quality service to patients and staff within the Department.



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.



To work as part of the team and as part of the larger team to deliver an efficient, reliable, safe and friendly service.



To welcome patients, carers, relatives, visitors and other health care staff on arrival to the unit and to be responsible for registering patients on arrival and checking and updating patient details.



To relay any patient medical information to professional staff as well as checking patient information on the WPAS system and updating as appropriate.



To maintain medical and nursing records, together with all reports, results and X-rays for patients and correspondence from other departments.



This includes sourcing and tracking case notes from other departments or wards in the Hospital.



To prepare clinics in advance for the consultants within the unit in a timely manner.



To be responsible for all the filing of reports (when signed by the doctors) daily, including those received after patients have left the unit.



To be responsible for dealing with accurate patient admittance and discharge documentation and accurately inputting computerised patient information on WPAS.



Ensure all patients are admitted/discharged from the unit.



Ensure that the patient and G.P. details are correct for each attendance.



To assist in answering enquiries from patients, medical staff and members of the public, update patients regarding unforeseen delays and any other relevant information and undertake ward clerk duties in a courteous manner.



Process all case notes via WPAS tracking system. Request case notes from locations throughout the Organisation, when applicable create additional volumes or new case notes, respond to similar requests in a timely manner.



To provide cover for clerical colleagues as required within the directorate.



Print patient identity labels ensuring information is correct, updating as necessary.



Responsible for faxing and photocopying as identified by the appropriate member of staff, which may include confidential or sensitive information, ensuring any confidential material not required is disposed of correctly.



To attend departmental meetings as appropriate.



Provide non-clinical information or guidance to patients/relatives.



Distribute/redirect as required clinical and patient correspondence. Communicate with and promote good working relationships with medical, nursing, other health professionals and outside agencies or tertiary hospitals as appropriate, helping and dealing with enquiries orally, written and electronically. Liaise with other departments e.g. Ambulance, to check transport times. Liaise with clinical staff regarding patient admissions/discharges to the unit.