Administrative Assistant

Go back Cwm Taf Morgannwg University Health Board

Administrative Assistant

The closing date is 05 November 2025

The Administrative Assistant will provide effective administrative service to aid the efficient running of the Merthyr Adult Community Mental Health Team based in Keir Hardie Health 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 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

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

Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesn\’t mean essential; whilst the candidate doesn\’t need to have skills in Welsh, we\’ll consider it an advantage when short-listing candidates. This isn\’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

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 responsibilities

• 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 CTMUHB 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 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 CTMUHB 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 CTMUHB, 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 CTMUHB and Local Authority Financial Control Procedures are adhered to at all times.

Follow and comply with all CTMUHB 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 CTMUHB, 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.

Person Specification

Qualifications

• 3 GCSEs or equivalent.
• NVQ 111 Business Administration or willingness to work towards
• RSA 11 Typing or eqivalent relevant experience
• Ability to transfer IT skills to new applications
• Medical terminology
• Knowledge of Myrddin, WCCIS, FACE and I.T. systems

Experience

• Previous all round office experience
• Experience of using databases
• Good interpersonal skills
• Ability to work in a challenging environment
• Good communication and listening skills
• Has previously worked in the NHS or similar environment

Skills

• Good interpersonal skills
• Non-judgemental attitude
• Sensitive to the issues faced by clients with mental health problems
• Flexible in approach to work and duties to meet the needs of the service
• Ability to speak Welsh

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.

Cwm Taf Morgannwg University Health Board

£25,313 to £26,999 a year pro rata per annum