Anti-Coagulant Administrator/Data Clerk

NHS; Aberystwyth; On-site; GBP 20,000 - 25,000; Full time

Job summary

A regional health service provider in Aberystwyth is looking for an Administrator/Data Clerk to provide secretarial and administrative support to the Anticoagulation Services Team. Responsibilities include managing clinic communications, organizing appointments, and maintaining clinical records. The ideal candidate should have experience in an administrative role, proficiency in Microsoft applications, and a willingness to improve efficiency. Welsh language skills are desirable. Apply by 19.11.25.

Qualifications

• General education level required.
• Experience with DAWN computerised dosing system preferred.
• Flexible approach to service needs.

Responsibilities

• Provide secretarial support for the Anticoagulation team.
• Manage clinic booking and communication.
• Maintain electronic records of clinical activity.

Skills

Typing and data entry

Familiarity with Microsoft IT packages

Competent with email and internet

Experience in a busy administrative environment

Education

General level of education

IT experience and/or qualifications

Job description

We have an exciting opportunity for an Administrator/Data Clerk to join the anticoagulation Services Team at Bronglais Hospital. The successful applicant will provide a comprehensive, high standard secretarial and administrative support to the Anticoagulation team.

The post holder will demonstrate a robust understanding of the working arrangements of the local Anticoagulation Specialist Nurse Service and be able to contribute to forward planning and effective working systems within the service.

Using initiative to support local problem solving while escalating concerns to the lead as appropriate, you will undertake all duties to a high standard and seek opportunities to improve efficiency.

Responsible for the organisation, monitoring and actions relating to the patient clinics at the Hospital, you will receive and deal with telephone, written and e-mail communications to and about the service. The post holder will deal with communication matters appropriately, according to local procedures and in liaison with appropriate staff.

Main duties of the job

The main duties of the job are:

• Ensuring the delivery of a full and comprehensive secretarial role within the local nurse specialist office including routine clinic management (including system for recall), typing - to include clinical letters using audio-typing, appointment invitations, requesting and returning medical case notes, maintaining filing systems and electronic spreadsheets.
• Clinic planning, booking of rooms on Bookwise system, identifying and resolving minor issues and escalating concerns or more serious issues as appropriate.
• Maximising clinic attendance by reminding patients of upcoming appointments and backfilling appointment slots which have become available /freed up due to cancellations, if able.
• Ordering of supplies for the Diabetes Office, procurement of supplies for patients using insulin pumps on ORACLE system, maintaining record of PO numbers and expiry dates to ensure effective and safe ordering system in place.
• Maintaining an electronic record of clinical activity and inputting to agreed electronic programme.

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.

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

Job 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 isdesirablefor 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 19.11.25

Person Specification

Qualifications and Knowledge

• General level of education
• IT experience and or qualifications

Experience

• Demonstrable experience of typing and data entry
• Familiar and competent with Microsoft IT packages (including Word, Excel, PowerPoint, e-mail)
• Familiar and confident using email and searching the internet
• Experience of working in an administrative / office environment
• Experience of working in a busy complex environment
• Experience of working within the NHS
• Experience with use of DAWN computerised dosing system

Language Skills

• Welsh Speaker (level 1)

Other

• Flexible approach to the needs of the service

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.