Medical Secretary

Hywel Dda University Health Board; Haverfordwest; On-site; GBP 25,000 - 27,000; Full time

Job summary

A prominent health board in Wales is seeking a Medical Secretary to provide comprehensive clinical secretarial and administrative support within the Women, Children and Family Health Care Group. The successful candidate will manage patient information, liaise with clinical staff, and maintain confidentiality. Essential qualifications include a Level 3 qualification or equivalent experience in an administrative role, along with proficiency in Microsoft IT packages. Bilingual skills, particularly in Welsh, are desirable for this role.

Qualifications

• Experience in an administrative/office environment.
• Familiarity with Microsoft IT packages.
• Ability to handle sensitive information.

Responsibilities

• Provide secretarial service to clinical staff.
• Manage accurate filing of patient information.
• Serve as a point of contact for queries and provide support.

Skills

Administrative skills

Typing/word processing

Microsoft IT packages (Word, Excel, PowerPoint)

Communication skills

Education

Level 3 qualification or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Applications are invited from efficient and suitably qualified individuals for the post of a Medical Secretary within the Women, Children and Family Health Care Group based at the Child Health Department, Withybush General Hospital, Fishguard Road, Haverfordwest.

The successful candidate will provide a comprehensive clinical secretarial and administrative support to Consultants and Managerial staff.

The post holder will be required to perform typing/ word processing, audio typing. They will also be expected to maintain records both manually and on computerised system and have the ability to handle sensitive and confidential information i.e. diagnostic reports, clinical letters, post mortem reports and results.

The role may involve providing cover in the event of a Senior Medical Secretary being absent.

Main duties of the job

The post holder will also:

Provide a secretarial service to the clinical staff within the service, which will include audio typing transcription of clinical letters and information.

Be responsible for accurate filing, both physically and electronically, of patient information in a timely manner.

Be a 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 Outpatients 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.

Process incoming and outgoing correspondence for the service, ensuring urgent action is taken when appropriate.

Competently use computer systems for entering and retrieving patient information.

A flexible approach to the needs of the service is essential.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

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 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 17.12.25

Person Specification

Qualifications and Knowledge

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

Experience

• Experience of working in an administrative/office environment
• Familiar and competent with Microsoft IT packages, especially Word, Excel and Powerpoint.
• Familiar and confident using email and searching the internet.
• Experience of working in a multidisciplinary team.

Language Skills

• Welsh Speaker (Level 1)

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.

£25,313 to £26,999 a yearper annum pro rata