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Job description

An opportunity has arisen within the Orthopaedic Directorate for a Pre-assessment Clerical Support officer with excellent organisational skills to work collaboratively with our nursing, medical and scheduling team. The role is pivotal in managing Orthopaedic surgery and will take responsibility for administration for clinical notes, anaesthetic appointments and managing the anaesthetic waiting/watch list. The post holder may be expected to undertake additional responsibilities to encompass changes within the NHS which will remain commensurate with the role.

You should be resilient, motivated, organised, work well under pressure and have exceptional communication skills. You will work closely with the consultants, nursing, scheduling and directorate management team to ensure that the Health Board access policy is adhered to and that all admin related Key Performance Indicators (KPIs) are met.

You will be working within a well established team and must demonstrate working alone and within a team environment.

Working under pressure and to strict deadlines.

The post holder will:

• Scan and upload patient documents to patient records on CWS
• Update clinic template closures on WPAS in line with annual leave etc.
• Ensure medical notes and x-rays are available and filing of results.
• Undertake reception desk duties, acting as first point of contact for the Pre-Assessment Department. Duties will include, answering telephone, dealing with relatives and visitors, filing, conveying messages to patients and staff.
• Plan and prioritise their own workload and be required to use own initiative with general routine work.
• Seek support from the Pre-Assessment Manager when required.
• Retrieve and prepare patient case notes using manual and computerised systems as appropriate e.g., Welsh Patient Administration Service (Myrddin) and Case Note Tracking.
• To deal sympathetically and compassionately with patients, parents and relatives who may phone or attend the Department in a distressed or anxious state.
• To type clinical letters for nurses to patients and General Practitioners.

Aneurin Bevan University Health Board is a multi-award winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.

We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.

Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. This includes the Grange University Hospital which provides specialist and critical care and is the newest addition to the clinical futures strategy opening in November 2020. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.

• Undertake filing as designated by the Department Manager, ensuring security of stored files/information.
• Manage and maintain the Anaesthetic waiting lists booking appointments in clinical priority order.
• Have a personal responsibility for equipment used throughout the course of the day.
• Liaise with external organisations such as General Practitioners and other Hospital organisations to resolve patient queries or deal with appointment enquiries.
• Receive, open, and distribute mail for the Pre-Assessment Department.
• Communicate with patients, relatives, General Practitioners, and other Medical Staff and will exercise own judgement when dealing with straightforward situations such as rescheduling of appointments and communicating cancellation of appointments.
• Be expected to deal with sensitive or delicate matters, which will require tact and empathy e.g., patients attending clinic for major surgery.
• Establish and maintain excellent communication channels with other Departments, Hospitals and Staff, arranging routine and investigative procedures for patients as directed.
• Ensure all investigative results are readily available for consultant(s), Junior Medical and Nursing Staff, and filed in the correct case notes in preparation for clinic appointments.
• Liaise with Medical Records Clerks and Medical Secretaries to ensure that the appropriate patient notes are available for clinics and use computer system to track medical records to the correct location.
• Adhere to Health Board policies and procedures and assist in the implementation of new policies/procedures within the Department.
• Always maintain strictest patient confidentiality.
• Possess advanced keyboard skills and utilise all appropriate technology to perform their duties in the most effective manner e.g., Welsh Patient Administration System (Myrddin), Case Note Tracker, Microsoft Office Software such as Word, Excel, and E-Mail.
• To process and complete orders via oracle.
• To maintain the Anaesthetic watchlist and update teams with outcomes

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