Administrative Assistant, ADHD Service

Job overview

The Administrative Assistant will provide effective administrative service to support the efficient running of the ADHD Service in CTM UHB.  As well as administrative tasks, the post holder will collect and input statistical information on service activity in line with both local and national requirements. You will work closely with the  ADHD team as well as the Mental health outpatient’s admin team and provide cover during their periods of leave.  The Administrative Assistant must be able to work to deadlines in a timely manner. This a new service which will evolve and improve. The Administrative  Assistant would support the team to shape the service in order to ensure it meets the needs of the patients’

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 the Service. You will possess an empathetic nature and a non-judgmental attitude.

The post holder will be expected to plan and prioritise own work load escalating any issues to the Admin Manager, Clinical Lead and Deputy Clinical Service Group Manager.

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

Main duties of the job

• Provide an efficient and high standard of Administration support to the ADHD service team
• Administer and process the patient pathway including referrals, appointments and discharges.
• Raise and print prescriptions for ADHD patients.
• Answer telephone queries.
• Type assessments completed by clinicians
• Maintain systems to support the team and service needs
• To use UHB, Local Authority and WAG systems such as Clinical portal and WPAS
• To become proficient in all IT systems used within the service offering advice and guidance to other staff as required
• Audio and copy typing of letters/reports generated by the team
• Booking and scheduling rooms as required, liaising with all parties involved both internal and external to the health board.
• To undertake general reception duties, meeting and greeting visitors and clients as required.
• To undertake general Administration duties delegated by the Support Manager as required
• Using influencing and negotiating skills to ensure responses are received for matters approaching deadlines, requesting and chasing for progression and to be assisting in timely completion of the same.
• Organise own daily work processes
• Production of Minutes for meetings held within the team

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