Admin Assistant

Job overview

The Administrative Assistant will provide effective administrative service to aid the efficient running of the Taff Ely Adult Community Mental Health Team based in Dewi SantHealth Park.  As well as administrative tasks the postholder will collect and input statistical information on client activity in line with both local and national requirements as determined by the Welsh Government.

The Administrative Assistant will be expected to portray a positive image and be able to liaise in a professional manner with clients, colleagues and visitors to Team.

The postholder will be expected to plan and prioritise own work load along with that of the clerk typist, ensuring systems are in place to meet deadline requirements for Cwm Taf Morgannwg University Health Board (CTMUHB), Local Authority, Department and Welsh Government (WG).

Post holder will be required to work independently, with own work being managed rather than supervised and be responsible for the day to day supervision of clerical staff supporting the service

Main duties of the job

The Administrative Assistant will provide effective administrative service to aid the efficient running of the Taff Ely Adult Community Mental Health Team based in Dewi SantHealth Park.  As well as administrative tasks the postholder will collect and input statistical information on client activity in line with both local and national requirements as determined by the Welsh Government.

The Administrative Assistant will be expected to portray a positive image and be able to liaise in a professional manner with clients, colleagues and visitors to Team.

The postholder will be expected to plan and prioritise own work load along with that of the clerk typist, ensuring systems are in place to meet deadline requirements for Cwm Taf Morgannwg University Health Board (CTMUHB), Local Authority, Department and Welsh Government (WG).

Post holder will be required to work independently, with own work being managed rather than supervised and be responsible for the day to day supervision of clerical staff supporting the service

Detailed job description and main 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

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

To oversee and use to full potential the data collection software within the Team.  Be responsible for collation, preparation and formal presentation of performance related data and to support the Manager in all aspects of managing data and performance.

The emphasis within the Team will be on team working, sharing of knowledge and experience for the overall benefit of the organisation.

Also to ensure that through personal development the postholder should assist in the implementation of Cwm Taf Morgannwg University Health Board and Local Authority policies and procedures in order to achieve required organisational objectives.

Dealing sensitively with clients in person and via the telephone.

Ability to deal with distressing circumstances which may appear when dealing with highly sensitive correspondence.

Communicate with all disciplines within and across the Directorate as well as clients, carers, GPs, Pharmacies and other agencies involved in client care.

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 and be able to transmit more complex information relating to performance management to Assertive Outreach Team members.

To undertake general reception duties, meeting and greeting visitors and clients as required.

Minute and transcribe meetings, distributing necessary papers as and when required.

Where appropriate provide management with statistical analysis of data and identifying gaps and areas for improvement to maximise performance outcomes.

Organise own daily work processes.

Monitor and review data capture systems, ensuring that quality and accuracy of data capture and reporting is consistently high.

Undertake and assist in regular data accuracy checks and data cleansing.

Deal efficiently and effectively with correspondence and queries, often of a highly confidential nature from other agencies and the general public.

Deal effectively with all other correspondence and queries relating to the Service.

Ensure all patient/client correspondence and investigations are filed into casenotes within required timescales and prior to outpatient attendance.

Maintain an accurate Medical Records filing system, ensuring case notes are tracked appropriately.

Process incoming referrals, liaising with core team members and Administration Team Leader regarding incoming referrals and Single Point of Entry.

Attend and assist in facilitating the Single Point of Entry Meeting as and when required.

Ensure client appointment booking systems are well managed and maintained.

Carry out health and safety responsibilities in accordance with Directorate and Cwm Taf Morgannwg University Health Board policies and procedures.

Audio and copy typing of letters/reports generated by the Team.

Assist with the typing of research projects as necessary.

Produce information in presentation format as required.

To use Cwm Taf Morgannwg University Health Board, Local Authority and WG systems such as FACE, WCCIS, Myrddin and DHCW on a frequent basis.

Participate in own performance appraisal, ensuring a personal portfolio is kept up to date.

Responsible for overseeing and ensuring accurate and timely submission of data within the service, taking necessary action to address data queries.

Ensure staff receive required training and are up to date in the completion of all related monitoring documentation.

Offer advice and guidance as necessary on data collection as determined by national and local guidelines.

Assist in the planning and monitoring of workload of clerical staff.

Ensure safe use of all equipment used reporting any faults to the Administration Team Leader.

Ensure all offices/work areas are secure before leaving at end of day.

Assist in provision of a petty cash facility under the direction of the Administration Team Leader when necessary.

Assist the budget holder with stock control etc.

Within own remit ensure that Cwm Taf Morgannwg University Health Board and Local Authority Financial Control Procedures are adhered to at all times.

Follow and comply with all Cwm Taf Morgannwg University Health Board policies and procedures.

Required to comment on policies and procedures for own area.

To become proficient in all IT systems used within the Team offering advice and guidance to other staff as required.

Routinely access the Cwm Taf Morgannwg University Health Board, Local Authority and WG IT systems, e.g. Myrddin, FACE, WCCIS and NWIS to access and update client information.

Where appropriate provide management with statistical analysis of data and identifying gaps and areas for improvement to maximise performance outcomes.

Produce and present written and graphical reports to service manager on a monthly basis detailing performance against targets.

To be able to save all electronic information to the appropriate file as per procedures.

Maintain databases ensuring that prescription database is updated in a timely manner and that prescriptions are printed and logged by set deadlines.

Produce and process all client correspondence in relation to appointments, reviews and discharges etc.

To assist in undertaking departmental audits as and when required.

Stay up to date with current and likely future data requirements in imposed by WG and the local commissioning team, liaising appropriately with the management team.