Medical Secretary (MH&LD)

An exciting opportunity has arisen for an enthusiastic and experienced individual to join our Team within MH&LD Directorate Admin Services. In the role of Band 4, Medical Secretary, you will provide administrative support to the Community Drug & Alcohol Teams based in Wellfield Road, Carmarthen and Vaughan Street, Llanelli, working Monday to Friday 09:00am - 5:00pm.

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

1. Be the first point of contact for the department / service.
2. Deal with all queries both in person, via the telephone and or e-mail.
3. Liaise where necessary with senior members of team.
4. Process incoming confidential and routine mail and distribute accordingly.
5. Use initiative, discretion and service knowledge to action as necessary.
6. Ensure all outgoing mail is addressed appropriately.
7. Maintain clinical diaries, ensuring clinicians are aware of their commitments, adjusting conflicting demands as and when required.
8. Schedule statutory meetings, ensuring appropriate files and other relevant information is available so that meetings are conducted in an efficient and cohesive manner.
9. Filter and respond to requests from other staff, prioritising the demands on the time of the Clinicians / Consultant(s) / Medical Staff.
10. Ensure relevant records and documentation (results, reports, correspondence) are available for clinics and or assessments.
11. Use various Health Board approved Software.
12. Process and register departmental / service referrals, liaising with Medical Records as and when required.
13. Ensure patients / service users / clients contact address, personal and GP details are entered on to approved Health Board Patient Administration System(s) and update as and when required.
14. Take responsibility for departmental and own filing.
15. Ensuring prescriptions are ready using the Vision system, signed by the Consultant/ GP and recorded and filed in the service user file as appropriate.

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 12,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services to almost 400,000 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.

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 11/02/2025.

Person Specification

Qualifications and Knowledge

• NVQ3/RSAIII or equivalent demonstrable experience of typing
• Experience of a full range of duties working in an administrative / office environment
• Knowledge of Medical / Healthcare Terminology
• Educated to advanced level or equivalent
• Secretarial training along with experience of Audio Transcription
• Shorthand
• ECDL or Equivalent IT Qualifications

Experience

• Experience of working in a busy complex environment
• Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, desktop publishing and e-mail]
• Experience of setting up and maintaining spreadsheets, databases
• Experience of handling verbally aggressive calls
• Experience of working within the NHS
• Experience of Patient Administration Systems
• Experience of using Vision

Language Skills

• Welsh Speaker (Level 1)

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£26,928 to £29,551 a year (pro rata if part time)