Job summary
- Main area
- Administrative Services
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week (Wednesday - Friday: 8am - 4pm)
- Job ref
- 110-AC213-0825
- Employer
- Cwm Taf Morgannwg University Health Board
- Employer type
- NHS
- Site
- Occupational Health, Royal Glamorgan Hospital
- Town
- Pontyclun
- Salary
- £25,313 - £26,999 per annum pro rata
- Salary period
- Yearly
- Closing
- 10/08/2025 23:59
Employer heading
Occupational Health Secretary
Band 3
Thank you for your interest in joining Cwm Taf Morgannwg (CTM) University Health Board.
Located in the heart of South Wales, we’re central to Cardiff, Newport, and Swansea. Deeply rooted in our community, as an NHS organisation we are dedicated to providing compassionate patient care and building healthier communities together.
At CTM, you’ll be part of a supportive, inclusive team from diverse nations, cultures, and backgrounds. Every role counts, every person matters, and together, we’re creating a space where everyone can thrive.
Discover more about working with us here:
Cwm Taf Morgannwg University Health Board – Join CTM
Home - Cwm Taf Morgannwg University Health Board
The salary scale above has been agreed as part of the NHS Agenda for Change pay award for 2025/2026 and will be implemented in August 2025 with arrears backdated to 1st April 2025 where applicable.
Job overview
The post holder will work within the CTM/CAV Collaborative Occupational Health Team, to provide a high quality comprehensive secretarial and clerical service by supporting a multi-disciplinary clinical team and continuous development of systems.
Main duties of the job
Support the continuous development of Occupational Health processes and OPAS system
Typing of highly sensitive employee reports provided by Occupational Health (OH) clinicians
Management of and data entry into OH system, OPAS
Annual collation of flu vaccination figures into the OPAS system
Assist in the collation of activity figures /audit data as and when required.
Support the Office Manager in overseeing the clerical officer with their own allocated tasks, participating in training when required
Maintaining employee health records according to agreed department standards
Pulling and scanning of clinical notes to send to external bodies
Processing of ‘Ill health retirement’ applications as per procedure
Gaining consent from clients for the release of their confidential reports to line managers and/or HR
Booking and preparation of clinics, ensuring notes and relevant forms are available in advance
Provide administrative cover where necessary for reception duties
Welsh Skills Desirable: This post is advertised as Welsh Desirable at Level 3 Speaking/Listening (or ‘B1’ Level if you’ve learnt Welsh as an adult). This doesn’t mean you have to be fluent or able to write long reports in Welsh; it just means being able to hold simple conversations with patients. Have a look at the ‘Croeso Candidate!’ guide attached below for more information.
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.
Detailed job description and main responsibilities
Support the Office Manager/Business Support Manager in the continuous development of Occupational Health processes and OPAS system.
Typing of highly sensitive employee reports provided by Occupational Health (OH) clinicians.
Management of and data entry into OH system, OPAS, in relation to employee details, clinic templates, employee appointment bookings etc
Annual collation of flu vaccination figures into the OPAS system
Assist in the collation of activity figures /audit data as and when required.
Support the Office Manager in overseeing the clerical officer with their own allocated tasks, participating in training when required
Maintaining employee health records according to agreed department standards
Pulling and scanning of clinical notes to send to external bodies
Processing of ‘Ill health retirement’ applications as per procedure
Gaining consent from clients for the release of their confidential reports to line managers and/or HR
Booking and preparation of clinics, ensuring notes and relevant forms are available in advance
Provide administrative cover where necessary for reception duties e.g. answering the telephone, receiving visitors to the department and general administrative tasks.
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac
Person specification
Education/Qualifications / Training
Essential criteria
- Hold RSA III, or typing qualification to this equivalency or relevant experience. Hold NVQ Level 3 In Business Administration, Customer Care or relevant subject, or possess equivalent level of skills, knowledge and experience.
Desirable criteria
- Provide evidence of Continual Professional Development.
Experience
Essential criteria
- Previous experience working in an office environment. Experience of Microsoft Office software programmes and databases e.g. Word, Excel. Experience in organising, planning, prioritising and delegating. Experience and knowledge of setting up office systems.
Desirable criteria
- Experience of using the Occupational Health IT system, OPAS.
Skills
Essential criteria
- Excellent keyboard and typing skills. Working to deadlines. Excellent communication and customer care skills. Excellent telephone manner. Ability to prioritise work and identify urgent requirements. Be able to use own initiative. Good organisational skills. Ability for tact, empathy and persuasion when dealing with sensitive issues. Confidentiality and diplomacy.
Desirable criteria
- Interact with a range of colleagues and customers.
Knowledge
Essential criteria
- Knowledge of office procedures. Demonstrate a sound knowledge understanding of confidentiality. Knowledge of secretarial Procedures.
Desirable criteria
- Knowledge and understanding of working with guidelines policies and procedures. Knowledge of medical terminology.
Personal Attributes
Essential criteria
- Be able to work as part of a team and use own initiative to resolve problems. Be proactive and have a positive approach to the role. Adaptable. Flexible in approach to work related tasks. Able to deal with clients in a sympathetic manner and ability to give constructive advice. Able to work to deadlines in a well organised manner. Pleasant disposition and able to interact well with colleagues and customers.
Desirable criteria
- Welsh language speaking/listening skills at Level 3 or above
Other
Essential criteria
- May be required to work or attend meetings/training at other sites/premises. Be able to sit and stand in a restricted position for periods of time.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- Natasha Maskall
- Job title
- Occupational Health Office Manager
- Email address
- [email protected]
- Telephone number
- 01443 443231
- Additional information
Occupational Health Office Manager / Rheolwr Swyddfa Iechyd Galwedigaethol
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