Scanning Clerk/Administrator

Overview of the Scanning Clerk/Administrator role at Cwm Taf Morgannwg University Health Board. The closing date is 18 February 2026. The post holder will work within UHB policies and Medical Practice administrative procedures, using own initiative to make routine operational decisions, with guidance from the Practice Manager when required. The post holder will handle routine information orally, in writing and electronically, communicating with colleagues, patients, UHB staff, contractors and representatives of other NHS organisations. The main purpose of this role is to ensure all correspondence relating to the Medical Practice population is scanned into the practice clinical system accurately and promptly, and that all incoming practice mail is read coded accurately using clinical software and Microsoft Office.

Welsh Skills Desirable: This post is advertised as Welsh Desirable. It is an advantage when short-listed; basic Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above.

Main duties of the job:

• Ensure that all correspondence relating to the Practice population is scanned into the practice clinical system in an accurate and timely fashion.
• Be responsible for the electronic distribution of scanned correspondence to the appropriate member of the Primary Healthcare Team.
• Establish robust systems for ensuring original documentation are stored securely and appropriately.
• Confidentially dispose of, and shred documentation in line with Practice procedure or as directed by the Practice Manager.
• Liaise with the Practice Manager regarding any faults with the scanning equipment.
• Be responsible for scanning all urgent faxes upon request.
• Update weekly Docman administration files through the Vision system.
• Provide an efficient, accurate audio and digital typing and word processing service for the General Practitioners and Health Professionals as required (e.g. letters, patient referrals, reports).

About us: Cwm Taf Morgannwg (CTM) University Health Board, part of NHS Wales, serves a large population across a diverse and beautiful region. With nearly 13,500 staff, CTM is one of Wales's largest employers. We are Team CTM, a workforce dedicated to offering excellent patient care and support to the 450,000 people across Bridgend, Merthyr Tydfil, and Rhondda Cynon Taf. We operate three District General hospitals, several community hospitals, and primary and community care facilities. CTM’s location offers access to South Wales, including Cardiff, the Brecon Beacons, and the coastline at Ogmore.

Our CTM 2030 Strategy—Our Health, Our Future—focuses on uniting the region around shared health and wellbeing goals. Our values guide us daily:

• We listen, learn, and improve
• We treat everyone with respect
• 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.

Job responsibilities: You will find a full Job Description and Person Specification attached within the supporting documents or by clicking Apply now to view in Trac.

Person Specification:

• Qualifications and/or Knowledge: Knowledge of administrative and clerical procedures and systems. RSA III typing or equivalent skills, training and experience. Understanding of confidentiality. Attendance at Practice Receptionist Training. AMSPAR course. Knowledge of Data Protection Act.
• Experience: Experience in working in a busy customer-focused environment. Experience of multidisciplinary team working. Experience of solving problems and dealing with challenging customers/clients. Previous experience of working with/summarising medical notes. Experience working within a Medical General Practice. Experience of 'Read coding'.
• Other: Able to work hours flexibly. Able to undertake the full remit of the role. Welsh Language Speaking/Listening Skills at Level 3 or above.

Disclosure and Barring Service Check: This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and may require a Disclosure to check for any previous criminal convictions.

Cwm Taf Morgannwg University Health Board £25,313 to £26,999 per annum, pro rata.