Personal Assistant - Pharmacy Department

Hywel Dda University Health Board; Carmarthen; On-site; GBP 21,000 - 27,000; Full time

Job summary

Hywel Dda University Health Board is seeking an administrative support candidate to assist the Pharmacy Team at Glangwili General Hospital. The role focuses on providing day-to-day administrative duties, maintaining records, coordinating communications, and supporting a busy healthcare team.

The successful candidate will demonstrate excellent organisational and communication skills, attention to detail, and the ability to work both independently and as part of a multidisciplinary team within a

Qualifications

• Excellent organisational and communication skills.
• High level of accuracy and attention to detail.
• Ability to work independently and as part of a team.
• Professionalism, flexibility and commitment to delivering a high standard of service.

Responsibilities

• Providing comprehensive administrative support to pharmacy managers and the wider pharmacy team.
• Maintaining accurate records, databases, and filing systems in accordance with local policies and procedures.
• Coordinating and responding to telephone calls, emails, and other correspondence in a professional and timely manner.
• Arranging meetings, preparing agendas, taking minutes, and distributing relevant documentation as required.
• Supporting the organisation and monitoring of pharmacy workforce information, training records, and departmental activities.
• Assisting with the preparation of reports, presentations, and other administrative documents.
• Liaising effectively with pharmacy staff, multidisciplinary teams, patients, and external organisations to support service delivery.
• Managing confidential information appropriately and ensuring compliance with data protection and information governance requirements.
• Supporting the administration of recruitment, induction, training, and other workforce-related processes as required.
• Undertaking general office duties, including ordering supplies, maintaining stock levels of office materials, and ensuring administrative systems operate efficiently.

Job description

Job Overview

The successful candidate will provide comprehensive day-to-day administrative support to the Pharmacy Team at Glangwili General Hospital.

The post holder will play a key role in ensuring the efficient operation of pharmacy services by undertaking a range of administrative duties, maintaining accurate records, coordinating communications, and supporting the wider multidisciplinary team.

The role requires excellent organisational and communication skills, a high level of accuracy and attention to detail, and the ability to work independently and as part of a team within a busy healthcare environment. The post holder will be expected to demonstrate professionalism, flexibility, and a commitment to delivering a high standard of service at all times.

Main duties of the job

• Providing comprehensive administrative support to pharmacy managers and the wider pharmacy team.
• Maintaining accurate and up-to-date records, databases, and filing systems in accordance with local policies and procedures.
• Coordinating and responding to telephone calls, emails, and other correspondence in a professional and timely manner.
• Arranging meetings, preparing agendas, taking minutes, and distributing relevant documentation as required.
• Supporting the organisation and monitoring of pharmacy workforce information, training records, and departmental activities.
• Assisting with the preparation of reports, presentations, and other administrative documents.
• Liaising effectively with pharmacy staff, multidisciplinary teams, patients, and external organisations to support service delivery.
• Managing confidential information appropriately and ensuring compliance with data protection and information governance requirements.
• Supporting the administration of recruitment, induction, training, and other workforce-related processes as required.
• Undertaking general office duties, including ordering supplies, maintaining stock levels of office materials, and ensuring administrative systems operate efficiently.

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

Hywel Dda University Health Board operates a bilingual policy. All applicants are invited to apply in Welsh, any application submitted in Welsh will not be treated less favourably than an application made in English.

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK . If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.