Scanning Clerk / Administrator

Transformationunitgm; Newport; On-site; GBP 25,000 - GBP 27,000; Full time

Job summary

A major healthcare provider in Wales is seeking a Band 3 position for administrative support at their Newport location. The role involves scanning and processing medical correspondence, ensuring confidentiality and compliance with data protection laws. Qualifications include RSA typing skills and customer service experience, with Welsh language skills seen as an advantage. Competitive salary of £25,313 - £26,999 per annum is offered, with opportunities for growth and development in a supportive team environment.

Benefits

Generous leave

Career growth opportunities

Access to ongoing learning and development

Qualifications

• Knowledge of Data Protection Act.
• Understanding of confidentiality.
• Experience of multi-disciplinary team working.

Responsibilities

• Ensure that all correspondence related to the Practice population is scanned into the clinical system.
• Responsible for electronic distribution of scanned correspondence.
• Provide an efficient and accurate audio and digital typing service.

Skills

Knowledge of administrative and clerical procedures

RSA III typing or equivalent skills

Experience in a busy customer focussed environment

Welsh Language Speaking/Listening Skills at Level 3 or above

Education

Attendance at Practice Receptionist Training

AMSPAR course

Job description

Employer Cwm Taf Morgannwg University Health Board Employer type NHS Site Ferndale Medical Practice Town Ferndale Salary £25,313 - £26,999 per annum, pro rata Salary period Yearly Closing 18/02/2026 23:59

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:

The post holder will work within clearly defined UHB Policies and Medical Practice administrative procedures, using own initiative to make immediate routine operational decisions, however the Practice Manager is available for advice and guidance if required.

The post holder will deal with routine information orally, in writing and electronically, communicating with work colleagues, patients, UHB staff, contractors and representatives of other NHS organisations.

The main purpose of this role is to ensure all correspondence relating to the Medical Practice population is scanned into the practice clinical system in an accurate and timely fashion, and that all incoming practice mail is read coded accurately and appropriately using both clinical software and Microsoft Office.

Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesn’t mean essential; whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing and selecting candidates. This isn’t ‘fluency’, just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health. For more information, see ‘Welsh Language Guidance’ in the documents right at the bottom.

Main duties of the job

Scanning/Administration

The post holder will :

Ensure that all correspondence eg. hospital letters etc. relating to the Practice population is scanned into the practice clinical system in an accurate and timely fashion.

Be responsible for the electronic distribution of scanned correspondence to the appropriate member of the Primary Healthcare Team.

Establish robust systems for ensuring original documentation are stored securely and appropriately.

Confidentially dispose of, and shred documentation in line with Practice procedure or as directed by the Practice Manager.

Liaise with the Practice Manager with regards any faults with the scanning equipment.

Be responsible for scanning all urgent faxes upon request.

Update weekly Docman administration files through the Vision system.

Provide an efficient, accurate audio and digital typing and word processing service for the General Practitioners and Health Professionals as required eg. letters, patient referrals, reports etc.

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

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

Qualifications and/or Knowledge

• Knowledge of administrative and clerical procedures and systems. RSA III typing or equivalent skills, training and experience.
• Understanding of confidentiality.
• Attendance at Practice Receptionist Training.
• AMSPAR course.
• Knowledge of Data Protection Act.

Experience

• Experience in working in a busy customer focussed environment.
• Experience of multi-disciplinary team working.
• Experience of solving problems and dealing with challenging customers/clients.
• Previous experience of working with/summarising medical notes.
• Experience working within a Medical General Practice.
• Experience of “Read coding”.

Other

• Able to work hours flexibly.
• Able to undertake the full remit of the role.
• Welsh Language Speaking/Listening Skills at Level 3 or above

We are committed to fostering a diverse and inclusive workforce and welcome applications from individuals within protected groups as outlined in the Equality Act 2010. This includes, but is not limited to, age, sex, sexual orientation, gender identity/reassignment, race/nationality, religion/belief, disability, pregnancy and maternity, and marriage and civil partnership. We also warmly welcome applications from members of the Armed Forces community.

Applicants who are not UK or Republic of Ireland nationals will require sponsorship to obtain either a Health and Care Visa or a Skilled Worker Visa unless they already hold permission to work via another route. Prospective applicants should self-assess their eligibility for sponsorship by visiting the UK Government’s Work in the UK guidance . For eligible candidates, the Health and Care Visa offers reduced application costs and exempts payment of the annual Immigration Health Surcharge.

Please ensure you check your email regularly, as all recruitment correspondence will be sent to the email address provided on your application form.

Applications are welcome in either Welsh or English, with no preference given to the language used.

We reserve the right to close a vacancy early or withdraw an advertisement to accommodate the redeployment of internal staff into suitable roles.

All posts are subject to relevant checks, including a Disclosure and Barring Service check and, where required, Professional Registration verification.

We are proud to be a Living Wage Employer.

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