Administration & Clerical Officer- CMATs

NHS; Carmarthen; On-site; GBP 25,000 - 27,000; Part time

Job summary

A healthcare provider in Wales is seeking an Administration and Clerical Officer. This part-time role involves providing key administrative support to the CMAT Service, managing patient information, and liaising with various stakeholders. The ideal candidate will have relevant qualifications and experience in office administration. The position offers a competitive salary of £25,313 to £26,999 per annum pro rata.

Qualifications

• Level 3 qualification or equivalent experience in administrative skills.
• Previous secretarial or office administration experience required.
• Experience using IT systems, such as Word, Excel, and Outlook.

Responsibilities

• Provide administrative support to the CMAT Service.
• Serve as the first point of contact for queries.
• Maintain patient records and handle sensitive information.

Skills

Administrative skills

Communication skills

IT skills (Word, Excel, Outlook)

Education

Level 3 qualification or equivalent experience

Job description

Job Summary

The Administration and Clerical Officer will act as a key point of contact for relevant CMAT team members and will provide comprehensive administrative and secretarial support to the CMAT Service. This includes responsibility for maintaining records both manually and on a computerised system and demonstrating the ability to handle sensitive and confidential patient information such as clinical letters, investigations and results. The role may involve providing cover in the event of other administrative staff being absent and travelling to and working across other hospital sites in support of service delivery.

Main Duties

• Provide administrative/secretarial service to clinical staff, including audio‑typing transcription of clinical information.
• Order stationery and supplies using the Oracle system.
• Ensure patient notes are kept up to date and relevant correspondence filed and available for outpatient clinics.
• Serve as the first point of contact via telephone for queries, using initiative and judgement, and dealing sensitively with distressed or angry callers.
• Liaise professionally with patients, relatives, carers, colleagues, clinicians, GPs and other professionals.
• Notify relevant departments of changes to CMATS clinic lists and, if necessary, participate in reallocation of clinics with colleagues.
• Manage time effectively to ensure work is completed within timescales.
• Plan day‑to‑day working, prioritising workload and amending work planning to meet service requirements.
• Process incoming and outgoing correspondence, ensuring urgent action for abnormal investigation results and urgent referrals.
• Use computer systems competently for entering and retrieving patient information.

About Us

Hywel Dda University Health Board plans and provides NHS healthcare services for people living in Carmarthenshire, Ceredigion, Pembrokeshire, and bordering counties. We have over 13,000 staff and together we provide primary, community, in‑hospital, mental health and learning disabilities services.

• Four main hospitals: Bronglais Hospital in Aberystwyth; Glangwili Hospital in Carmarthen; Prince Philip Hospital in Llanelli; and Withybush Hospital in Haverfordwest.
• Five community hospitals: Amman Valley and Llandovery hospitals in Carmarthenshire; Tregaron Hospital in Ceredigion; and Tenby and South Pembrokeshire hospitals.
• Two integrated care centres: Aberaeron and Cardigan in Ceredigion, and several other community settings.
• 47 general practices (six of which are health‑board managed), dental practices (including four orthodontic), 97 community pharmacies, 43 general ophthalmic practices and eight ophthalmic domiciliary providers.
• Numerous mental health and learning disabilities services.

Details

Date posted: 11 November 2025

Pay Scheme

Agenda for change

Band

Band 3

Salary

£25,313 to £26,999 a year per annum pro rata

Contract

Permanent

Working Pattern

Part‑time

Reference Number

100-AC305-1025-A

Job Locations

CMATs Office, Teilo Ward, Glangwili General Hospital; Dolgwili Road; Carmarthen; SA31 2AF

Person Specification

Qualifications and Knowledge – Essential

• Level 3 qualification (e.g. A Levels, AS Levels, NVQ3, RSA II) or equivalent demonstrable experience of administrative and office skills and knowledge.

Desirable

• NVQ Level II Business Administration.
• Working towards a medical terminology qualification.

Experience – Essential

• Previous secretarial and/or office administration experience.
• Experience using IT systems, Word, Excel, Outlook.

Desirable

• NHS Experience.

Language Skills – Desirable

• Welsh Speaker (Level 1).

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires submission for Disclosure to the Disclosure and Barring Service to check for any previous criminal convictions.

Certification of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications.

Employer Details

Hywel Dda University Health Board

CMATs Office, Teilo Ward, Glangwili General Hospital; Dolgwili Road; Carmarthen; SA31 2AF