Administration & Clerical Officer- CMATs

Hywel Dda University Health Board; Wales; On-site; GBP 20,000 - 25,000; Full time

Job summary

A regional healthcare provider in Wales is seeking an Administration and Clerical Officer to support clinical staff with administrative tasks. The role involves managing sensitive patient information and liaising with patients and professionals. Proficiency in IT systems, including Microsoft Word and Oracle, is required. The position offers full-time and part-time options.

Qualifications

• Experience with administrative and office skills.
• Competent use of IT systems required.
• Experience in secretarial roles is essential.

Responsibilities

• Provide administrative support to clinical staff.
• Ensure patient notes are updated.
• Liaise with patients and professionals.

Skills

Administrative skills

Communication skills

IT proficiency

Ability to handle sensitive information

Education

Level 3 qualification or equivalent experience

NVQ Level II Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Oracle system

Job description

Job overview

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 demonstrate the ability to handle sensitive and confidential patient information i.e. clinical letters, investigations and results. The role may involve providing cover in the event of other administrative staff being absent. The role may involve travelling to and working across other hospital sites in support of service delivery. Able to consider both part-time and full-time working.

Main duties of the job

Provide an administrative/secretarial service to the clinical staff within the service which will include audio typing transcription of clinical information.

Responsible for the ordering of stationery and supplies using the Oracle system.

Ensure patient notes are kept up to date and relevant correspondence filed and available for outpatient clinics.

Be the first point of contact via the telephone for queries, using initiative, and judgement on necessary action to be taken, and dealing sensitively with distressed/angry callers.

Liaise in a professional manner with patients, relatives, carers, colleagues, clinicians, GP’s and other professionals.

Notify relevant departments of changes to CMATS clinic lists and if necessary take an active part in reallocation of clinics in conjunction with colleagues.

Manage time effectively to ensure that work is completed within timescales.

Plan day to day working using initiative to prioritise workload/amend work planning to meet service requirements.

Process incoming and outgoing correspondence for the service, ensuring urgent action is taken where appropriate, i.e. abnormal investigation results, urgent referrals.

Competent use of computer systems for entering and retrieving patient information.

Working for our organisation

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.

We work in partnership with the three local authorities, as well as public, private and third sector colleagues, including our valued team of volunteers.

Our services are provided in:

• 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 in Pembrokeshire


• Two integrated care centres: Aberaeron and Cardigan in Ceredigion, and several other community settings


• 47 general practices (six of which are health board managed practices); dental practices (including four orthodontic); 97 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers


• Numerous mental health and learning disabilities services

Detailed job description and main responsibilities

You will be able to find a full job description and person specification attached within the supporting documents.

The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.

The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.

Interviews will be held on 04/11/2025.

Person specification

Qualifications and Knowledge

Essential criteria

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

Desirable criteria

• NVQ Level II Business Administration


• Working towards a medical terminology qualification

Experience

Essential criteria

• Previous secretarial and/or office administration experience


• Experience using IT systems, word, excel, outlook

Desirable criteria

• NHS Experience

Language skills

Desirable criteria

• Welsh Speaker (Level 1)