Team Administrator (Arts and Health Team)

Hywel Dda University Health Board; Wales; On-site; GBP 20,000 - 26,000; Full time

Job summary

A prominent health organization in Wales is seeking an Arts and Health Team Administrator to provide essential support for various arts initiatives aimed at enhancing wellbeing. The ideal candidate will have a Level 3 qualification in administration, strong communication skills, and experience in a busy office environment. This is an excellent opportunity for those passionate about the intersection of arts and health, offering a meaningful role with significant community impact.

Qualifications

• Experience in a busy office environment.
• Excellent communication and organisational skills.
• Confidence using Microsoft Office and databases.

Responsibilities

• Provide day-to-day admin support to the Head of Arts and Health.
• Coordinate and attend meetings, events, and creative projects.
• Manage records and process invoices.

Skills

Organisational skills

Communication skills

Compassionate approach

Proactive attitude

Education

Level 3 qualification in business administration

GCSE in English (grade C or above)

Tools

Microsoft Office

Oracle procurement system

Job description

Job overview

The Arts and Health Team Administrator will provide essential administrative and facilitation support to the Arts and Health Team within Hywel Dda University Health Board. This role involves coordinating a wide range of activities related to arts in health, including patient and staff wellbeing, community engagement, and capital projects.

Are you an organised, proactive, and people-focused administrator with a passion for the arts and wellbeing? We’re looking for a dedicatedTeam Administratorto support our dynamicArts and Health Team.

In this varied and rewarding role, you’ll:

• Provide day-to-day admin support to the Head of Arts and Health and wider team
• Coordinate and attend meetings, events, and creative projects across the Health Board
• Communicate with artists, staff, and community partners
• Provide marketing material on events, and manage social media
• Manage records, process invoices, and support reporting and evaluation and data analysis support

You’ll need:

• Experience in a busy office environment
• Excellent communication and organisational skills
• Confidence using Microsoft Office and databases
• A compassionate and professional approach

This is a fantastic opportunity to contribute to meaningful work that enhances wellbeing through creativity across our communities.

Main duties of the job

• Provide day-to-day administration support to the Head of Arts and Health and wider team
• Coordinate and attend meetings, events, and creative projects across the Health Board
• Communicate with artists, staff, and community partners
• Provide marketing materials for events
• Manage records, process invoices utilising the Oracle procurement system, and support reporting and evaluation
• Collect feedback data and data analysis support

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 27/08/25

Person specification

Qualifications and Knowledge

Essential criteria

• Level 3 qualification in business administration/ secretarial duties, or equivalent demonstrable experience.
• GCSE in English (grade C or above)
• Knowledge of safeguarding principles
• Knowledge & understanding of the concept and application of confidentiality
• Good working knowledge of administrative and secretarial processes

Desirable criteria

• Knowledge of medical / healthcare terminology
• Knowledge of complaints handling processes

Experience

Essential criteria

• Experience of working in a busy office environment, undertaking a full range of administrative duties.
• Experience in handling challenging phone calls, emails, and other forms of communication from members of the public.
• Experience of working with a range of professionals as part of a wider team.
• Has experience in using Microsoft Office packages (Excel, Word, PowerPoint, Outlook and Teams). Used to working with organisational databases.
• Used to handling sensitive information in accordance with principles of confidentiality.

Desirable criteria

• Has experience working within the NHS or similar health-related sector.
• Experience of administrating meetings, including taking of minutes.

Language Skills

Desirable criteria

• Welsh Speaker (Level 1)