Fixed-Term (16-months) Radiology Administration Clerk Apprenticeship

at  Cwm Taf Morgannwg University Health Board

Annex 21
The post holder will be required to undertake up to a 16-month training programme upon commencement of this Apprenticeship, with an aim to attain a Vocational Level 2 qualification.
Completion of the qualification is a requirement of the contract of employment.
During this training period, salary will be paid in accordance with Annex 21 of the Terms and Conditions.
Months 1 - 6 of the training period will be paid at 70% of the top of Band 2 pay scale/Real Living Wage (whichever is the greater) and Months 7 - 18 will be paid at 75% of the top of Band 2 pay scale.
Upon successful attainment of the qualification, even if sooner than the 16 month allocated time frame, the post holder will automatically move to the Band 2 as they will then meet the full KSF outline of this role, and be expected to undertake all duties within this Job Description as indicated.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Provide full and comprehensive administrative and clerical support to the Radiology Department.
The role will involve responding to emails, answering and dealing with telephone queries from patients, line managers and other organisational staff members, preparation of notes for clinics, booking of appointments and data inputting.
A significant part of your time will be spent on reception duties where a friendly and outgoing nature and pleasant telephone manner are crucial. Basic keyboard skills are essential and training on the RADIS and Myrddin computer systems will be provided.
The Administration Officer will work as part of a team within a busy office environment, ensuring that the duties are undertaken efficiently and pleasantly, escalating any issues, concerns or progress to their Line Manager.
The post holder will be expected to follow the University Health Board and Departmental operating procedures, with provision of clerical support – to priorities own workload and schedules.
The post holder works within clearly defined operational policies.
The post holder will, when dealing with routine enquiries, be expected to work using their own initiative and within the Departments standards, policies and procedures.
They will refer to their Line Manager or a senior member of staff for more complex enquiries.
To respect the confidential nature of all work in the multi-disciplinary team and to ensure the highest standards are maintained.
Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.

THE POST HOLDER WILL BE REQUIRED TO :

Manning of the reception desk on a daily basis, providing a professional and welcoming manner to those members of staff who access the service.
Answering and actioning any telephone queries from employees/clients, line managers and other Cwm Taf Morgannwg University Health Board (CTMUHB) staff members on a daily basis, recording all queries appropriately and escalating urgent queries as necessary.
Access outlook email system on a daily basis processing information and filing appropriately in line with the departments agreed protocols.
Booking in patients at the reception desk, directing them to appropriate areas.
To undertake and work with detailed information – in order to maintain and update databases, filing and booking systems, ensuring accuracy and confidentiality is maintained.
Planning and prioritising own work effectively with good time management skills under the guidance of their Line Manager in order to accommodate deadlines and targets.
Being flexible and work as a team with peers in order to ensure adequate administrative cover is provided across the department.
Provision of general office duties such as receiving, opening and distributing the mail, photocopying, scanning, faxing and filing.
Ensuring all information is accurately recorded and saved in accordance with relevant legislation e.g. the Data Protection Act and the GDPR 2018.
Deal sensitively and compassionately with patients in person when undertaking reception duties, and via the telephone.
Deal with distressing circumstances which appear when dealing with highly sensitive correspondence and telephone calls.
Liaise with staff from other departments and external contacts to ensure all relevant patient information is communicated.
Attend team briefings, meetings and training sessions as identified by the Radiology Administration Manager.
To participate in discussions especially on aspects of own role and remit.
Keep the Team advised on any developments within the office on a regular basis in relation to all areas within the remit of the role.
Ensure the successful completion of work tasks to agreed standards.
To accurately communicate information which can sometimes be detailed and or sensitive to staff from patients and staff from other departments and external contacts, and pass all relevant information onto Administration Manager/Senior staff e.g. passing an urgent sensitive message to a member of the team regarding a distressed or anxious patient.
Be required to comply with the University Health Board’s Health and Safety policy and actively participate in the process, complying with any changes to working practices as required.
To undertake all other duties and when required refer to their Line Manager.
To be able to assess and use judgement skills for seeking advice when dealing with urgent telephone calls.
Ensure all client correspondence and reports are sent out and filed within required timescales.
Ensure all case notes/client files are tracked appropriately as required.
To liaise with other colleagues/departments as required in a timely manner.
To use the Department’s IT systems, on a daily basis for significant periods of time.
To provide help and support to team members as required.
Must attend induction, training and re-training as appropriate and to demonstrate compliance with all relevant policies and procedures.
Participate in own performance appraisal, ensuring a personal portfolio is kept up to date.
Ensure safe use of all equipment used reporting any faults to their Line Manager or the most senior member of staff available.
Ensure all offices/work areas are secure when vacating any lockable areas.
Highlight any inaccuracies in information on the RADIS system to their Line Manager or the most senior member of staff available.
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

Please refer the Job description for details