Job overview

The postholder will provide comprehensive administrative and secretarial support to the Acute Liaison Nursing team, ensuring efficient coordination of activities and high-quality service delivery. This role involves managing a wide range of tasks, including:

• Administrative Support: Handling correspondence, telephone communication, mail processing, and diary management.
• Meeting Coordination: Organising and servicing meetings, preparing agendas, taking accurate minutes, and maintaining action logs.
• Data Management: Maintaining referral systems and patient records using Microsoft Excel, WCCIS, and other relevant tools.
• Referral Processing: Managing and monitoring waiting lists, validating demographic data, and supporting timely responses to referrals.
• Information Governance: Maintaining filing systems and electronic records in line with IG and Data Protection standards.
• Team Support: Coordinating calendars, arranging training events and workshops, ordering office supplies, and assisting new starters.
• Service Improvement: Proposing and implementing changes to local policies and procedures to enhance efficiency.
• Judgement and Communication: Exercising discretion when handling enquiries and exchanging information with staff on departmental matters.

The postholder will work independently, prioritising their workload within defined policies and procedures, while contributing to the smooth operation of the Acute Liaison service.

Main duties of the job

• Administrative and Secretarial Support

  • Provide general administrative assistance including mail handling, telephone communication, and diary coordination.
  • Arrange and service meetings, including preparation of agendas, accurate minute-taking, and maintaining action logs.
  • Order and maintain office supplies.

• Data and Record Management

  • Maintain accurate records, logs, and data reports for Welsh Government monitoring.
  • Process referrals and maintain central records to support timely and responsive service delivery.
  • Ensure patient data quality by validating demographics and updating records on systems such as WCCIS.
  • Maintain and monitor waiting lists, contributing to data validation and partial booking processes.

• Communication and Coordination

  • Support communication between the team, referrers, and other stakeholders.
  • Manage team calendars and coordinate liaison nurse availability with referrers and stakeholders.
  • Exchange information with staff on departmental matters and procedures, exercising judgement when dealing with enquiries.

• Service Support and Improvement

  • Support service audits and quality improvement tasks.
  • Collate and present data required for Directorate and Welsh Government reporting in a timely and accurate manner.
  • Propose and implement changes to policies and procedures within own area of responsibility.
  • Assist with event planning, including training days and stakeholder workshops.
  • Demonstrate own duties to new starters as required.

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