Administrative Officer - Primary Care

Job summary

This is a fixed term/secondment post until 31/03/2025.

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.

The Primary Care team is looking to recruit an Administrative Officer to join its central business support team to provide comprehensive administrative support to the Primary Care Team, Hywel Dda Health Board Managed Practices (Including clinical systems such as Vision and Emis) and the wider Service.

We are looking for individuals who are enthusiastic and motivated to support the Primary Care team in its role of providing efficient, effective and safe Primary Care services through working with GP Practices, community pharmacies, dental practices, optometric practices and other stakeholders.

The role will provide an excellent insight into the delivery of Primary Care services, including in our Managed Practices. You'll be supporting the wider team by organising meetings, taking minutes of formal meetings, notes summarising and clinical coding, acting as the first point of contact for any queries (e.g., by phone, email or in person), liaising with other Primary Care colleagues, entering of data and organising training events.

Main duties of the job

The role requires applicants to have a flexible approach to the needs of the service. A key aspect of this role is to effectively support formal meetings through taking formal minutes, action notes and to have attention to detail when entering data and maintaining spreadsheets and clinical systems.

To provide administrative support to the Primary Care Team and the wider Service.

To organise routine and ad-hoc meetings.

A key part of the role is to take formal minutes.

To monitor, manage and respond to any queries received from either the generic inbox, phone or any in-person request.

To work within established work procedures and operational policies.

To process Primary Care contractor claims for payment within specified deadlines.

To produce and assist in the production of reports.

To verify and process invoices.

To extract data and maintain data sources.

To organise, attend and support training and events.

To undertake general offices duties; photocopying, filing etc.

To undertake notes summarising and clinical coding in general practice.

About us

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 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 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;

Seven community hospitals: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;

48 general practices (five of which are managed practices), 46 dental practices (including three orthodontic), 98 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;

Numerous locations providing mental health and learning disabilities services;

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