Administration Assistant

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Administration Assistant

The closing date is 08 June 2026

We are looking for a friendly, enthusiastic, and organised individual to join our team in a vital administrative support role. This is a great opportunity for someone who enjoys working with people, being part of a team, and contributing to services that make a real difference to patients and communities.

You will play an important part in the smooth day-to-day running of the service. Your work will support both clinical staff and service users, helping to keep things organised, efficient, and welcoming. No two days are the same, and you'll gain valuable experience across a range of administrative tasks.

We are looking for someone with a positive attitude, good communication skills, and strong organisational skills, who is committed to providing a high standard of administrative support. In return, we offer a supportive team environment, training, and opportunities to develop your skills within the NHS.

If you're reliable, motivated, and looking for a role with purpose, we'd love to hear from you.

Main duties of the job

Provide comprehensive administrative and typing support to clinicians and professionals within the Community Mental Health Team to ensure the smooth and efficient delivery of services. Communicate professionally and compassionately with patients, carers, visitors, clinical staff, and external agencies, both face-to-face and via telephone, demonstrating sensitivity at all times.

Receive, process, and distribute referrals accurately and promptly, liaising with appropriate members of the multidisciplinary team and ensuring all information is entered correctly onto relevant systems. Undertake audio and copy typing of clinical correspondence, reports, and care documentation to a high standard of accuracy and within agreed timescales.

Maintain electronic and paper-based filing systems, ensuring patient records and correspondence are stored securely, tracked appropriately, and filed in line with local and organisational procedures. Routinely access and update Health Board and Local Authority IT systems, ensuring information is saved and managed correctly in accordance with Directorate guidelines.

Carry out reception duties when required, welcoming patients and visitors in a respectful and professional manner. Use judgement and initiative when responding to urgent, complex, or sensitive enquiries, escalating concerns appropriately to senior administrative staff or clinicians.

About us

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
• 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.

Job responsibilities

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.

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

Person Specification Other

• Flexible approach to work and duties to meet the needs of the service.
• Ability to travel in a timely manner to sites managed by the Community Mental Health Directorate.
• Welsh language speaking/listening skills at Level 3 or above.

Skills and attributes

• Ability to transfer IT skills to new applications
• Good interpersonal skills; Good communication and listening skills
• Ability to work in a challenging environment
• Sensitive to the issues faced by clients with Mental Health problems
• Experience using NHS or Local Authority clinical systems.

Qualifications and knowledge

• Equivalent knowledge, skills and experience to OCR/RSA Level II Typing.
• Knowledge of administrative and office procedures, including data input and record keeping, gained through previous experience or on-the-job training.
• Understanding of the importance of confidentiality, information governance and data protection within a healthcare setting.
• Vocational Qualification Level II in Business Administration and/or Customer Care.
• Knowledge of medical terminology.
• Awareness or experience of Health Board and Local Authority systems (e.g. patient information systems).

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Cwm Taf Morgannwg University Health Board