Inpatient Services Secretary

Aneurin Bevan University Health Board; Cwmbran; On-site; GBP 23,000 - 27,000; Full time

Job summary

Aneurin Bevan University Health Board in Wales is advertising an 18‑month secondment to provide comprehensive secretarial and administrative support to the Ty Lafant Inpatient Service within Learning Disabilities.

The post holder will work independently, manage their own workload, coordinate referrals and appointments, maintain electronic records, and act as the main contact for patients, carers, staff and external agencies.

Qualifications

• Administrative and/or secretarial experience, preferably within NHS/healthcare.
• Proven ability to work independently and manage workload.
• Excellent communication and information governance awareness.

Responsibilities

• Provide comprehensive secretarial and administrative support to the Ty Lafant Inpatient Service.
• Act as main point of contact for patients, carers, staff and external agencies.
• Coordinate referrals, appointments, meetings and clinical activity; maintain accurate records.
• Maintain electronic diaries and information systems; data entry and reporting.
• Support workforce administration, recruitment processes and general operational tasks.

Skills

WCCIS knowledge

Job description

This is a Secondment post for 18 months to cover the needs of the service.

If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.

o The postholder will work independently and manage their own workloado To provide comprehensive secretarial and administrative support to the Inpatient services within Learning Disabilitieso To support the Multidisciplinary team within Ty Lafanto To act as the central point of contact for inpatient services

Main duties of the job

• Provide comprehensive administrative and secretarial support to the Ty Lafant Inpatient Service, ensuring the smooth day-to-day running of the service.
• Act as the main point of contact for patients, carers, staff and external agencies, managing enquiries and communications in a professional and timely manner.
• Coordinate referrals, appointments, meetings and clinical activity, maintaining accurate records and supporting effective service delivery.
• Maintain clinical and administrative information systems, ensuring accurate data entry, record management and compliance with information governance requirements.
• Support service managers and multidisciplinary teams with workforce administration, recruitment processes, reporting requirements and general operational support.

Welsh and/or English speakers are equally welcome to apply

About us

Aneurin Bevan University Health Board (ABUHB) is a multi-award-winning NHS organisation serving the communities of Gwent. With more than 14,000 staff and volunteers, we provide safe, high-quality, and compassionate care across hospitals, GP practices, community services, and mental health settings. As a University Health Board, research, education, and innovation are central to our work, supporting evidence-based practice and continuous improvement.

Our work is guided by the Gwent Strategy 2025-2035, which sets out our long-term ambition to create a fairer and healthier future for our population. We focus on prevention, reducing health inequalities, and working in partnership with local authorities, voluntary organisations, and communities to improve health and wellbeing.

We are committed to creating an inclusive, supportive workplace where people feel valued, respected, and able to develop. Our values of Kindness, Integrity, and Respect shape how we care for patients and how we treat one another.

We offer a wide range of learning and development opportunities, flexible working where possible, and a comprehensive NHS benefits package. Working for ABUHB means being part of an organisation that values its people and offers the chance to build a meaningful and rewarding career while making a real difference to the lives of others.

Job responsibilities

To provide an efficient and effective secretarial and administrative support to the inpatient services, including copy and audiotyping, photocopying, filing, creation of spreadsheets and databases etcTo process both incoming and outgoing mail, including emails, dealing with all correspondence in an appropriate and timelymanner. This may include drafting / formulating responses to routine correspondence on behalf of Ward Manager of Ty LafantTo act as point of contact for Ty Lafant including receipt of visitors to the team and telephone enquiries, ensuring messages arecommunicated to team members in a timely mannerExchanges information with patients, relatives and staff on a variety of issues, which requires tact and persuasive skills, wherethere may be barriers to understandingExercising judgement when dealing with enquiries and ensuring messages are communicated to team members in a timelymanner.To maintain the Ty Lafant Managers electronic diary. To maintain the whereabouts system for the team to ensure team membersare contactable at all timesTo take appropriate action in the absence of staff e.g. covering clinical activity with alternative clinicians, cancelling visits,meetings etcTo set up and maintain an effective filing system including electronic systems as appropriate in accordance with the health recordkeeping standards and be responsible for maintaining storage and tracking systems of case notes / medical records held with theteamTo act as point of contact for the multi-disciplinary referral process ensuring that referrals are received and processed inaccordance with the referral procedures for the centrally based clinical teamsTo be responsible for the administration of the clinical Management Information system for inpatient based Clinical Teams. Thiswill include data entry, data validation and retrieval of informationTo arrange, service and attend meetings as required including preparation and circulation of agenda, papers and minute takingas requested and ensure that follow up actions are communicated when appropriateTo support the Ty Lafant Manager in carrying out their staff management activities including maintenance of staff personal files,scheduling of supervision and PADR sessions for team members as necessary, and implementation and maintenance ofsystems to record periods of absence such as annual leave, sickness, study leave etc, providing reports to Business SupportManager as requestedTo maintain data capture systems as appropriate and populate information requests on behalf of Ty Lafant Manager e.g. waitinglists, quality indicators, service reviews, presentations etcTo organise specific events e.g. training, conferences, team building etc, including booked of venues, delegates, refreshments,programmes etc. To maintain administrative systems, policies and procedures utilised within the team and work with theBusiness Support Manager in the development and implementation of consistent and robust systems and processesTo be responsible for maintaining the teams stationary supplies, replenishing items via Oracle as required and to maintain aninventory or equipment within the inpatient services as requiredDisseminate information to team members as requiredTo support the central management team in recruitment processes e.g. preparation of shortlist and interview packs, bookinginterview venues etcTo report health & safety and environmental issues as appropriateTo support the induction of new staff to the team including orientation to the building, administrative process and proceduresTo maintain good communication and liaison between other staff, department and the publicTo report Health and Safety and environmental issues as appropriateAbility to work collaboratively with the Central Administration Team to ensure a seamless and collaborative approach ismaintained in support the Central Management Team when necessary but also the Management of inpatient servicesParticipate in Personal Development and review process and undertake training as requiredTo undertake other duties, providing cover across the service commensurate with the banding, as requested by the BusinessSupport Manager

Person Specification

• Working knowledge of WCCIS
• Administrative and/or secretarial experience, preferable within an NHS or healthcare environment

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.