About this role
Job summary
Are you looking for a role where your work genuinely makes a difference every day? Do you want to be part of a team that is committed to continuous improvement, high standards, and delivering the best possible experience for patients.
We are seeking a proactive and passionate Team Secretary to join our Community Mental Health Team (CMHT). This is a vital role within a busy and evolving clinical service, providing high-quality secretarial and administrative support to the Consultant Psychiatrist and multidisciplinary team, enabling clinicians to focus on delivering compassionate, person-centred care.
This role is ideal for someone who enjoys working independently, uses their initiative to solve problems, and takes pride in keeping services running smoothly.
Our team is forward-thinking and motivated, with a strong focus on learning, development, and improving the way we work to enhance patient experience and outcomes. You will be valued as an integral member of the team, with opportunities to develop your skills, contribute ideas, and grow your career within mental health services.
If you are organised, compassionate, and driven to be part of a team that strives to make a positive difference, we would love to hear from you.
Main duties of the job
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.
About us
Cwm Taf Morgannwg (CTM) University Health Board, part of NHS Wales, serves a large population across a diverse and beautiful region, steeped in history and heritage. With nearly 13,500 staff, our health board is one of Wales's largest employers.
Together, we are Team CTM; a workforce dedicated to offering excellent patient care and support to the 450,000 people across our three regions, Bridgend, Merthyr Tydfil, and Rhondda Cynon Taf. We operate three District General hospitals, several community hospitals, primary and community care facilities.
CTM's location offers the best of South Wales, just 20 minutes from Cardiff's vibrant city life, the natural beauty of the Brecon Beacons, and the serene coastline at Ogmore. Whether you enjoy lively urban amenities, peaceful countryside, or seaside escapes, our location makes an ideal setting for both work and personal life.
Our CTM 2030 Strategy--Our Health, Our Future--focuses on uniting our region around shared health and wellbeing goals. Our values guide us daily:
o We listen, learn, and improveo We treat everyone with respecto We work together as one team
CTM employees enjoy benefits including; a leading pension, generous leave, flexible work, career growth, and access to ongoing learning and development.
At CTM, you'll find a welcoming, team-oriented workplace that values diversity and compassion, where you can take pride in your work and the difference it makes.
Job description Job responsibilities
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.
Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesnt 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 isnt 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.
Person Specification
Qualifications/knowledge Essential
Educated to GCSE level (or equivalent) including English, or equivalent relevant experience Good working knowledge of medical terminology
Desirable
Formal secretarial or administrative qualification (e.g. NVQ, RSA, AMSPAR or equivalent) Awareness of mental health services and multidisciplinary team working
Experience Essential
Proven experience in an administrative or secretarial role, preferably within health or social car Experience of medical audio and copy typing Experience of minute-taking and diary management Experience of working in a busy, pressurised environment with competing priorities
Desirable
Previous experience working within an NHS or healthcare setting Experience supporting a Community Mental Health Team (CMHT) or similar clinical service Experience of using clinical systems (e.g. PAS, WPAS, ESR, or other NHS systems)
Skills & Abilities Essential
Ability to work independently, using own initiative to manage workload and resolve problems Excellent organisational and time-management skills Strong written and verbal communication skills, with the ability to liaise professionally with service users, carers, clinicians, and external partners Ability to prioritise tasks effectively and meet deadlines High level of attention to detail and accuracy
Desirable
Confidence in managing complex and competing demands with minimal supervision Ability to contribute ideas to improve administrative processes and patient experience Ability to problem-solve effectively in a fast-paced clinical environment Welsh language speaking/listening skills at Level 3 or above
Personal Attributes Essential
Enthusiastic and motivated with a positive, flexible attitude Commitment to team working, service improvement, and improving patient experience Professional, approachable, and compassionate manner
Desirable
Resilient and adaptable, with the ability to remain calm under pressure Keen interest in continuous improvement and service development Willingness to support colleagues and share knowledge within the team
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Cwm Taf Morgannwg University Health Board
Address The Adult Community Mental Health Team
Porth Plaza, Pontypridd Road
Porth, Rhondda
CF39 9PG
United Kingdom
Employer's website https://joinctm.wales/ (Opens in a new tab)