About this role
Job summary
To contribute to the provision of health care to patients; providing a comprehensive and confidential clerical support in relation to attendances and admissions within ward 10.
At all times the appropriate systems, procedures, policies and processes must be followed for all patients to experience a smooth journey at all times.
Welsh Skills Desirable:This post is advertised as Welsh Desirable. Thisdoesn'tmean essential;whilst the candidatedoesn'tneed to have skills in Welsh,we'llconsider it an advantage when short-listingand selectingcandidates.Thisisn'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.
Main duties of the job
The Post Holder will be required to perform the full range of duties outlined in the job description. Principal Duties include:
To ensure all patients are admitted, transferred and discharged correctly on clinical IT systems.
Ensure all paper-based record keeping is maintained in accordance with departmental requirements.
Up-date clinical IT systems with regards to patients' movement within the service and those discharged or transferred to other wards/hospitals in an accurate and timely manner.
To input and extract data as required.
To undertake full clerical duties following office procedures to ensure the smooth running of the ward. This will include filing, scanning, photocopying, retrieving hospital notes, faxing.
Be able to undertake the ward clerk duties i.e. amalgamation of hospital notes, sorting patient results and sending to relevant wards, filing signed blood forms, liaising with Consultants and their secretaries etc.
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 improve
o We treat everyone with respect
o 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
Answer telephone enquiries, take messages and liaise with appropriate staff as required passing on the information in an accurate and timely manner.
Liaise effectively with other internal departments as required e.g. Wards, Medical Records and Radiology.
To organise own workload, prioritising daily tasks.
To plan and organise clerical duties such as photocopying patient records, retrieving patients records, filing etc
Maintain data accuracy using the WPAS, Clinical Portal and E-Whiteboard systems and ensure that all paper based record keeping is kept up to date.
Request, retrieve and amalgamate notes as required ensuring confidentiality is respected at all times.
Answer telephone enquiries and liaise with the appropriate member of staff.
To provide a general reception service providing non-clinical advice/information to patients/clients with regards to general queries, attendance, admissions and review clinics.
The post holder will ensure the safe use of office equipment, reporting any faults to the Departmental Manager in order that maintenance can be carried out.
Be responsible for ensuring adequate supplies of office materials, identifying when stocks are depleted and reordering as necessary.
Use own initiative to problem solve issues which are not straightforward and have a choice of options, dealing with enquires such as clinical appointments, answering non clinical queries regarding patients admissions, prioritising enquiries within own limitations of role, contacting clinical staff when necessary.
Post, receive and open all departmental mail and carry out any necessary tasks generated by such mail, adhering at all times to both the Data Protection Act and Health Board policies in accordance with confidentiality.
Ensure all admissions and associated case notes are located/recorded/tracked to the correct location. (To allow this to be managed efficiently the use of WPAS is paramount).
Deal sensitively with patients/relatives/members of the public presenting in the department or on the telephone with a query or complaint. You should have the ability to defuse informal complaints and know the procedure of forwarding the complainant in the right direction. Depending on the enquiry, reassure patients, seek advice and always record the time, date and nature of the call.
Deal with enquiries from within the Health Board, extended NHS and outside Agencies in connection with patient management, liaise with a multi-disciplined team within the emergency care centre. Where necessary deal with enquiries arising from external agencies e.g. police.
The post holder must adhere to departmental, Health Board and WAG policies, procedures and protocols in relation to the management of medical records when dealing with a range of queries from both internal and external sources eg Data Protection, Freedom of Information Policy, HAQU Standards of work.
Person Specification
ATTRIBUTES Essential
Good standard of Education (GCSE level or equivalent
Desirable
NVQ 2 in Administration NVQ 2 in Customer Service ECDL Knowledge of the importance of confidentiality and data protection Understanding the importance of medical records
Experience Essential
Previous clerical/ administrative experience Working with the public Working in a busy environment
Desirable
Previous experience within NHS Experience of using NHS systems, e.g. WPAS Experience of case note tracking
Aptitude and Abilities Essential
IT skills with ability to use a range of packages Effective communication skills
Desirable
Welsh language skills in Speaking/Listening at Level 3 or above
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 Princess of Wales Hospital
Bridgend
CF311RQ
United Kingdom
Employer's website https://joinctm.wales/ (Opens in a new tab)