Job overview

An exciting opportunity has arisen for a Team Secretary to support the Caerphilly Learning Disability Team.

Being the first point of contact for the team, their duties include: 

Providing an efficient and effective secretarial and administrative support to the team including diary management, typing, photocopying, scanning, filing, faxing, creation of spreadsheets and databases, etc.

To act as first point of contact, dealing courteously and appropriately with telephone and other enquiries. In the absence of a member of the team, using initiative to answer queries, action as necessary and make notes for their information on their return.

To maintain and upload documentation in accordance with the health record keeping standards and be responsible for maintaining storage and tracking systems of case notes/medical records held within the team.

To arrange, service and attend meetings as required including preparation and circulation of agenda, papers and minute taking as requested and ensure that follow up actions are communicated when appropriate.

Please contact Team Manager for further information: Vincent Bowen

[email protected]

Main duties of the job

Process both incoming and outgoing mail, emails, dealing with all correspondence in an appropriate and timely manner. 

To act as point of contact for the team including receipt of visitors to the team and telephone enquiries.  Dealing with enquiries and ensuring messages are communicated to team members.

Maintain the Team’s electronic diaries. 

Support the maintenance of staff personal files, scheduling appraisal sessions, maintenance of systems to record periods of absence such as annual leave, sickness, study leave etc, providing reports to the Team as requested.  

To organise events eg training, conferences, team building etc including booking of venues, delegates, refreshments, programmes, etc.

To maintain administrative systems, policies and procedures utilised within the team and work with the development and implementation of consistent and robust systems and processes. 

Disseminate information to team members as required.

Maintain good communication and liaison between other staff, department and the public.

Undertake other duties, commensurate with the banding, as requested by the Team.

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

Working for our organisation

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 speciality 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. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.