Assistant Medical Secretary - INTERNAL in Port Talbot

An exciting opportunity has arisen within the Neurodevelopmental Disorders Service (ND) based in Neath Port Talbot Hospital, which assesses and diagnoses Children and Young People in the SBUHB area with Autism (ASD) and Attention Deficit Hyperactivity Disorder (ADHD). The successful candidate will be required to support the pathway for Children & Young People accessing the Outpatient Service.

The successful post holder must possess excellent communication skills to be able to communicate with patients, families, external stakeholders and clinical staff. They will follow appropriate systems, procedures, policies and processes, ensuring efficient and accurate typing skills are performed and that timely communication is carried out, as well as supporting the consultants and other health professionals working in the team.

Responsibilities include:

• Producing and finalising all outcome letters with guidance from clinical staff.
• Liaising with partner organisations to offer clarity on the narrative of outcome letters where required.
• Ensuring that all necessary correspondence is typed, corrected where necessary and distributed appropriately in a timely manner (this includes audio typing).
• Managing workload efficiently within the Department, following Departmental and Health Board policies and procedures.
• Planning and organising straightforward, sometimes ongoing tasks, processing all incoming mail and dealing with any matters as delegated.
• Carrying out routine filing, ensuring that the patients’ notes are up to date and any correspondence and test results are filed on a daily basis.
• Retrieving, receiving and returning case notes and organising meetings as required, ensuring relevant papers and information prior to meetings are circulated in a timely manner, attending meetings and taking minutes as required.

Essential Qualifications & Knowledge:

• Educated to vocational level 3 or able to demonstrate the equivalent level of knowledge, skills and experience.
• Demonstrable working knowledge of Microsoft packages including Word, Excel, Outlook and Teams.
• Possess or work toward gaining an understanding of medical terminology.

Essential Experience:

• Working to deadlines.
• Being able to determine priorities.
• Knowledge of filing systems.
• Experience of dealing with the general public in person and by phone.
• Ability to work on own initiative and as part of a team.

Essential Aptitude and Abilities:

• Can demonstrate SBUHB values.
• Be able to demonstrate tact and diplomacy when working with others.
• Be flexible to the demands of departmental staff including unpredictable work patterns, deadlines and frequent interruptions.
• Shows resilience, adaptability and a flexible approach as situations arise.
• Willing to seek out learning, give and accept constructive feedback and committed to continuous improvement.
• Shows respect for others’ views and appreciates others’ inputs.

Other Essential Criteria:

• Able to work hours flexibly and travel to other Hospital sites within the geographical area.
• Satisfactory DBS clearance including an Adults and Childrens Barred List check.
• Ability to work through implementation of new procedures and technology.
• Carry/move equipment/case notes within manual handling guidelines.

Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users' experience. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010.