Job overview

The post holder will work for Cwm Taf Morgannwg University Health Board (CTMUHB) Mental Health Department, across Adult Community Mental Health services including Local Primary Mental Health Support Services (LPMHSS), Psychology and Community Mental Health Teams (CMHTs). 

The post holder will hold a supervisory position to the administration staff across the team under the direction of the Administration Support Managers.  This will include covering absences, training for new initiatives or ways of working, and escalating any staffing problems to the Administration Support Managers.

The role involves regularly completing waiting list validation and undertaking relevant actions, escalating any discrepancies.  The post holder will analyse the waiting list on a regular basis to give feedback on current waiting times, future waiting times and any backlog.

The post holder will have excellent organisational and communication skills, be able to undertake a wide range of clerical duties and have excellent IT skills.  They will also manage their own workload.

The Adult Community Mental Health service covers an area from Bridgend to Merthyr Tydfil, and the ability to travel across this area is essential to cover the teams, and meet the needs of the services.  The post holder will be expected to work from different Mental Health office bases as required.

Main duties of the job

Communicate with a wide range of stakeholders including internal and external to the organisation.

Must be confident to communicate with a range of staff e.g. administration staff, Service Managers, administration and waiting list teams, Nurses and Clinicians.

Receive telephone queries, using initiative, and judgement on necessary action to be taken, and dealing sensitively with distressed/angry callers.

Liaise in a professional manner with patients, relatives, carers, colleagues, clinicians, General Practitioners and other professionals.

Be involved in discussions with the Clinicians and be able to give advice on ways to improve administration processes.

Co-ordinate referrals received on a weekly basis.

Supervise the administration staff to action the referrals efficiently in line with targets and investigate any referrals not actioned.

Be competent in the use of WPAS for entering and retrieving information.

Regularly complete waiting list validation, actioning and escalating any discrepancies.

Analyse the waiting list on a regular basis to give feedback on current waiting times, future waiting times and any backlog.  

Support the Administration Support Managers to interpret and analyse waiting list data, transferring into report format to senior staff.

Working for our organisation

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:

•              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, where you can take pride in your work and the difference it makes.