Administrative Officer

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

Job summary

A health board in Wales is seeking an enthusiastic individual to join their Pelvic Health Team. This administrative role involves maintaining databases, managing communications, and supporting a multidisciplinary team. Candidates with a Level 3 qualification and experience in office environments are encouraged to apply. Welsh language skills are desirable but not mandatory.

Qualifications

• Familiar and competent with Microsoft Office packages.
• Experience of working in an administrative/office environment.
• Ability to communicate effectively and work well in a team.

Responsibilities

• Maintain and update databases and provide information for reporting.
• Answer the telephone and record messages accurately.
• Organise and arrange appointments as required.

Skills

Excellent verbal and written skills

Ability to work to deadlines

Self-motivated and able to work without supervision

Good organisational skills

Ability to prioritise

Education

Level 3 qualification or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Job overview

Are you passionate about making a real difference in people’s lives?

We’re looking for a motivated and enthusiastic individual to become a key part of our forward-thinking Pelvic Health Team in Hywel Dda. In this role, you’ll work alongside a multidisciplinary team dedicated to delivering high-quality, equitable care to individuals living with pelvic health conditions. You’ll play a vital part in supporting the service through independent administrative and secretarial duties ensuring everything runs smoothly, professionally, and confidentially.

If you're ready to bring your skills, initiative, and positivity to a team that values excellence and compassion, we’d love to hear from you!

Main duties of the job

The post holder will provide a range of administrative and secretarial duties that support the needs of the team:

• Maintain and keep databases up to date and provide information for reporting purposes as required.
• Prioritise daily work to comply with the needs of the team.
• Access the Internet for resources, information and receiving and sending information via email.
• Plan workload within time restraints ensuring meeting deadlines (e.g., sending out appointments, records).
• Distribute agendas and papers to members of the team.
• Answer the telephone, record messages accurately and concisely, and ensure the relevant team member receives the messages.
• Provide clerical support, organising and arranging appointments as required.
• The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

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.

We are open to candidates who wish to share the 8-hour work pattern into two, 4-hour patterns, with flexibility around start and finish times. However, the working days must be between Tuesday and Thursday to ensure consistency with others in the team.

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 08/10/2025

Person specification

Qualifications & Experience

Essential criteria

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

Experience

Essential criteria

• Experience of working in an administrative / office environment
• Familiar and competent with Microsoft Office packages, especially Word, Excel and PowerPoint
• Familiar and confident using email and searching the internet

Desirable criteria

• Experience of working in a multidisciplinary team

Language Skills

Desirable criteria

• Welsh Speaker (Level 1)

Aptitudes and abilities

Essential criteria

• Excellent verbal and written skills
• Ability to work to deadlines
• Self-motivates and work without supervision
• Able to work as part of a team
• Good organisational skills
• Ability to prioritise

Desirable criteria

• Knowledge of Medical/Healthcare Terminology