Medical Secretary / Team Secretary (MH&LD)

Job overview

An exciting opportunity has arisen for an enthusiastic and experienced individual to join our Administration team  as a Medical Secretary for the Older Adult Team within MH&LD Directorate Admin Services, in the role of Band 4, Medical Secretary based in Heddfan, Glangwili Hospital, Carmarthen , working Monday to Friday 09:00am - 5:00pm.

Experience of a range of IT systems including Microsoft Word, Excel Management, Data Collection, Power Point, and E-Mail, coupled with proven secretarial skills and previous experience is essential.

Main duties of the job

• Be the first point of contact for the department / service.
• Deal with all queries both in person, via the telephone and or e-mail.
• Liaise where necessary with senior members of team.
• Process incoming confidential and routine mail and distribute accordingly.
• Use initiative, discretion and service knowledge to action as necessary.
• Ensure all outgoing mail is addressed appropriately
• Maintain clinical diaries, ensuring clinicians are aware of their commitments, adjusting conflicting demands as and when required.
• Schedule statutory meetings, ensuring appropriate files and other relevant information is available so that meetings are conducted in an efficient and cohesive manner.
• Filter and respond to requests from other staff, prioritising the demands on the time of the Clinicians / Consultant(s) / Medical Staff.
• Ensure relevant records and documentation (results, reports, correspondence) are available for clinics and or assessments
• Use various Health Board approved Software.
• Process and register departmental / service referrals, liaising with Medical Records as and when required.
• Ensure patients / service users / clients contact address, personal and GP details are entered on to approved Health Board Patient Administration System(s) and update as and when required.
• Take responsibility for departmental and own filing.

Detailed job description and main responsibilities

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

You will be able to find a full job description and person specification attached within the supporting documents.

The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences.  In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.

The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.

Interviews will be held on 05/03/2025.