Team Secretary/Administrator

Hywel Dda University Health Board; Wales; On-site; GBP 22,000 - 28,000; Full time

Job summary

A regional health organisation in Wales is seeking an experienced Team Secretary/Administrator to support the Neurodevelopmental team. This fixed-term role requires proven secretarial skills, experience with Microsoft Office, and excellent communication abilities. The successful candidate will manage patient administration tasks and assist in providing high-quality service. Welsh language skills are desirable. Competitive salary and supportive working environment provided.

Qualifications

• Experience using Microsoft Office packages including Excel and Word.
• Experience in a busy administrative role.
• Ability to take and transcribe meeting minutes.

Responsibilities

• Act as the first point of contact for the service.
• Operate patient administration systems.
• Process referrals and maintain an accurate database.

Skills

Excellent verbal and written communication skills

Organisational skills

Self-motivated

Experience in a busy office environment

Education

RSA / NVQ 3 qualification or equivalent

ECDL / GCSE or above qualification in ICT

Tools

Microsoft Office (Excel, Word, PowerPoint, Access, MS Teams)

Patient administration systems

Job description

Job overview

This is a fixed term post until 31/07/2026. If you are a Hywel Dda University Health Board employee and are applying for this post as a secondment, agreement for the secondment is needed from your current manager prior to application.

An exciting opportunity has arisen for an enthusiastic and experienced individual to join the Administration Team in the role of Team Secretary/ Administratorfor the Neurodevelopmental team based in Ty Gwili, Carmarthen.

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

The post holder will be required to undertake a wide range of duties including being the first point of contact for the service, operating our patient administration systems, (WPAS) and Care Partner, and the receipt and distribution of mail.

The successful candidate will also be required to process referrals and maintain an accurate database. They will be expected to demonstrate excellent organisation skills and be flexible/adaptable in their approach to work. They must be able to work on their own initiative, use tact and diplomacy where appropriate and possess excellent communication skills.

The successful candidate will be required to support the delivery of a quality comprehensive service to the team and provide cover in the event of administrative staff absences.

The role may also involve travelling to and working across other sites within the Directorate in support of service delivery.

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 22/08/2025.

Person specification

Qualifications and Knowledge

Essential criteria

• RSA /NVQ 3 qualification or equivalent demonstrable experience

Desirable criteria

• ECDL / GCSE or above qualification in ICT
• Knowledge of Clinical / Medical Terminology

Experience

Essential criteria

• Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, MS Teams, Desktop Publishing and E-mail]
• Experience of working in an administrative role within a busy office environment
• Experience of producing and maintaining spreadsheets & databases
• Experience of taking and transcribing minutes of meetings
• Experience of working in a multidisciplinary team

Desirable criteria

• Experience of patient administration systems
• Experience with working with TPro Familiar and confident using e-mail and searching the internet
• Understanding of/ or experience of working within Mental Health and/ or Learning Disabilities

Language Skills

Desirable criteria

• Welsh Speaker (Level 1)

Aptitude and Abilities

Essential criteria

• Excellent verbal and written communication skills
• Ability to prioritise work to meet deadlines
• Self-motivated and able to work without supervision
• Able to work as part of a team
• Good organisational skills