Team Secretary/Administrator (Mental Health & Learning Disabilities)

Hywel Dda University Health Board; Carmarthen; On-site; GBP 25,000 - 35,000; Full time

Job summary

An exciting opportunity awaits an enthusiastic individual to join a dedicated Administration Team as a Team Secretary/Administrator. This role involves supporting the Community Drug & Alcohol Team by managing patient administration systems and ensuring effective communication within the team. The ideal candidate will possess strong IT skills, particularly in Microsoft Office, and demonstrate excellent organizational abilities. Join a forward-thinking health board that values bilingualism, offering a supportive environment where your contributions will enhance patient experiences. If you are adaptable, proactive, and ready to make a difference, we encourage you to apply!

Qualifications

• Experience in administrative roles with strong IT skills.
• Competent in maintaining databases and spreadsheets.

Responsibilities

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

Skills

Microsoft Word

Microsoft Excel

Data Collection

Microsoft PowerPoint

Email Communication

Organizational Skills

Communication Skills

Education

RSA/NVQ 3 or equivalent

ECDL or equivalent

Tools

Patient Administration Systems (WPAS)

Care Partner

Job description

Job overview

An exciting opportunity has arisen for an enthusiastic and experienced individual to join the Administration Team in the role of Team Secretary/ Administratorfor the Community Drug & Alcohol Team based in Wellfield Road, 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 is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 12,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services to almost 400,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:

Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest.

Five community hospitals: Amman Valley Hospital and Llandovery Hospital in Carmarthenshire, Tregaron Hospital in Ceredigion and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire.

Two integrated care centres (Aberaeron and Cardigan, Ceredigion).

Community facilities, including:

48 General Practices (GP surgeries), 49 Dental Practices, 98 Community Pharmacies (chemists), 44 General Ophthalmic Practices (including eye health and low vision services), 38 sites providing mental health and learning disability services, care within your own homes

Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.

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 19/5/2025

Person specification

Qualifications and knowledge

Essential criteria

• RSA/NVQ 3 or equivalent demonstrable experience of administrative / office skills and knowledge

Desirable criteria

• ECDL or equivalent experience and or qualifications

Experience

Essential criteria

• Familiar and competent with Microsoft IT packages, especially Word, Excel and PowerPoint
• Familiar and confident using email and searching the internet
• Experience of maintaining spreadsheets, databases

Desirable criteria

• Experience of working within the NHS
• Experience of patient administration systems
• Experience of taking and transcribing minute of meetings

Language Skills

Desirable criteria

• Welsh Speaker (Level 1)