Support Secretary

To provide administrative support to the medical secretary to the Consultant Psychiatrists within the Psychiatry Rehabilitation Service., The role will provide administrative support to the medical secretary within the rehabilitation psychiatry service., + To undertake responsibility for maintenance of administration of patient records, appointments and appointment letters generated through telephone calls for clinics within Adult Mental Health in conjunction with the assigned Clinic.
+ To provide support to the Medical Secretary as and when required.
+ To provide administrative cover within the department as requested by the Supervisor or Manager.
+ Maintain up to date patient waiting list and assist in regular reviews as directed by management on a weekly basis.
+ To ensure that all letters, results and photographs are typed and filed into the patient records in a timely manner, prioritising as required, ensuring information of highly confidential nature is maintained.
+ To establish and ensure effective communication with all disciplines within the team and liaise with other departments across Directorates as necessary as well as patients, families, carers, GP's, Pharmacies and other agencies involved in patient care, g. Appointments helpline, new appointments and other hospitals, regarding patient records.
+ To make and receive telephone calls, to or from patients, relatives and staff, undertaking appropriate action within defined parameters of the role, otherwise recording all relevant messages and passing clear information to the intended recipient. To seek advice and guidance from Senior Staff on more complex issues.
+ 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.
+ Organise own daily work processes, ensuring work is produced to a high standard in a timely manner.
+ Be able to implement and adapt to new systems as and when introduced.
+ Undertake audio and copy typing duties associated with medical/client correspondence, discharge and clinic letters along with medical reports.
+ Deal with specific and general enquiries relating to the Adult Mental Health.
+ Be the first point of contact for staff, patients and visitors.
+ To ensure accuracy of patient details at each contact with the patient and amend the Patient Management System and PARIS as appropriate, ensuring the patient's file is updated as necessary.
+ To follow the departmental protocols regarding the storage and filing of patient records.
+ To ensure that any queries received in person or by telephone are dealt with promptly and efficiently.
+ To ensure case notes are tracked and filed appropriately where required.
+ To arrange patient transport through the Welsh Ambulance Trust as and when required by the patient. To book interpreters where required by the patient, ensuring that the appropriate documentation is complete in a timely manner.
+ To attend clinical meetings with medical and nursing staff as directed by administration supervisor.
+ To accurately record patient activity statistics when required and ensure these are forwarded to the administration supervisor or manager within the required timescale.
+ To be familiar with the Health Board's policy on Complaints Management and deal with patient complaints and escalating when necessary.
+ Demonstrate an ability to adhere to strict rules of confidentiality when communicating highly sensitive clinical information within the Health Board and ensuring adherence to the Data Protection Act at all times.
+ Maintain and monitor stock control including the ordering of stationery and other goods for the directorate via the electronic ordering system, monitor the progress of orders, confirm the quality and quantity of such, receipt, deal with discrepancies/quality issues in a timely manner and to be cost effective at all times in line with best practice.
+ Verify and reconcile receipts of all goods received.
+ Participate and assist with the training and induction of new members of staff, students and volunteers in the use of technology, administrative practices etc.
+ Utilise all the technology available to provide a comprehensive and efficient service, i.e. Clinical Portal, Oracle, ESR, PMS, PARIS.
MANAGING YOUR APPLICATION:
We are committed to promoting inclusion, where all staff have a sense of belonging. We welcome applications from everyone and recognise the need for our workforce to represent the diversity of the population we serve. We value our differences and fully advocate, cultivate and support an inclusive working environment where staff treat one another with dignity and respect and where diversity is celebrated. We aim to create a working environment where every individual can fulfil their potential no matter their disability, sex, gender identity, race, sexual orientation, age, religion or belief, pregnancy and maternity or marriage and civil partnership status. We are keen to break down barriers in the UHB, and encourage applications from under-represented groups.
Applicants are invited to apply in Welsh. Any application submitted in Welsh will not be treated less favourably than an application made in English.
The UHB reserves the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore, we encourage early applications to ensure consideration for this post.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff and providing over 100 specialist services. Serving a population of around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focussed on the health
and care needs of our local population whilst also working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone and to delivering excellent care and support.
Our mission is "Living Well, Caring Well, Working Together". We have recently refreshed our strategy, Shaping Our Future Wellbeing, which sets out the Health Board's Vision for improving the health and wellbeing of the populations we serve by 2035 through the delivery of our strategic
objectives; Putting People First, Providing Outstanding Quality, Delivering in the Right Places, and Acting for the Future. We have challenging times ahead, but we are confident that by tackling these challenges together, we can support people to live healthier lives and reduce the unfair differences in
the prevalence of illness and health outcomes we see in our communities today. We aspire to deliver outstanding care and treatment for people when they need it, where they need it; care that compares well with the best in the world, but to do so, we need to transform how we deliver services over the
next decade and beyond.
We are a values-driven organisation and out goals will only be realised if our values are at the heart of everything we do. Created by colleagues, patients and their families and carers, our values are:
+ We are kind and caring
+ We are respectful
+ We have trust and integrity
+ We take personal responsibility
As an organisation we strongly believe that it is vital our leaders exhibit the behaviours and values that we expect from all our staff.
We are a teaching Health Board with close links to the university sector, and together we are training the next generation of healthcare professionals, while working on research that will hopefully unlock the cures for today's illnesses
Please be advised that there is a temporary top up for Bands 1,2 and 3 to reflect the incorporation of the top up to the living wage of £12 per hour - £23,465 per annum. This temporary top up will be in place until the annual pay uplift for 2024/25 is confirmed, Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support.