Clinical Secretary

Hywel Dda University Health Board; United Kingdom; On-site; GBP 22,000 - 27,000; Full time

Job summary

A healthcare organization in the United Kingdom is seeking a Team Secretary/Administrator to support the Parkinsons Team. The role entails managing clinical information and records, ordering supplies, and being a point of contact for patient inquiries. Applicants should have proven secretarial experience, be proficient in Microsoft Office, and those who speak Welsh are encouraged to apply. This position offers an opportunity to join a supportive clinical team and contribute to effective patient communication.

Qualifications

• Level 3, or equivalent level of competency in Word Processing and Audio Transcription.
• Knowledge of a range of secretarial procedures.
• Health Service experience and familiarity with medical terms.

Responsibilities

• Order stationery and supplies.
• Type clinical information from audio recordings.
• Keep patient records accurate and up to date.

Skills

Microsoft Word

Excel Management

Data Collection

Power Point

E-Mail

Secretarial skills

Education

5 GCSEs or equivalent

NVQ Level II Administration

Job description

Job overview

An opportunity has arisen for an enthusiastic and experienced individual to join the Administration Team in the role of Team Secretary/ Administratorfor The Parkinsons Team in Aberystwyth.

Experience of a range of IT systems including Microsoft Word, Excel Management, Data Collection, Power Point, and E-Mail, coupled with proven secretarial skills and previous experience is essential.

Main duties of the job

We are looking for someone organised, approachable and supportive to join our clinical team.

The role involves ordering stationery and supplies, typing clinical information from audio recordings, and keeping patient records accurate and up to date, both electronically and on paper.

You will be first point of contact for telephone enquiries, offering calm and sensitive support, especially to callers who may be distressed or worried. Working closely with patients, relatives, carers, clinicians, GP practices and other services, you will help ensure smooth communication within the department. You will also update departments about changes to outpatient clinic lists and assist with rearranging clinics, when needed.

Good organisation and time management are important, as urgent correspondence such as abnormal results or referrals will need prompt attention. Confident use on computer systems will be required for inputting, accessing and maintaining patient information.

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.

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 30/12/2025

Person specification

Qualifications and Knowledge

Essential criteria

• Level 3, or equivalent level of competency in Word Processing and Audio Transcription
• Knowledge of a range of secretarial procedures.
• Knowledge of Software programmes – e.g. Microsoft packages, e‑mail Internet and databases.
• 5 GCSEs or equivalent

Desirable criteria

• NVQ Level II Administration

Experience

Essential criteria

• Previous secretarial and/or administration experience.
• Health Service experience – familiar with the use of medical terms.

Language Skills

Desirable criteria

• Welsh Speaker (Level 1)