Job summary
Applications are invited from efficient and suitably qualified individuals for the post of a Administrative Assistant at 37.5 hours per week.
We are looking for someone who is hardworking, motivated and with good attention to detail to help support the stoma clinical nurse specialists with a wide range of administrative tasks. Duties will involve updating hospital computer systems, handling medical records, and answering the telephones. You will be expected to demonstrate excellent organisation skills and be flexible and adaptable in your approach to work. You must use tact and diplomacy where appropriate and possess excellent communication and IT skills.
Full training will be provided. The base location would be at Withybush Hospital but with an expectation to travel to the other hospital sites as directed by the senior nursing team and expected to travel within a timely manner to meet expectations of the service delivery plan.
Main duties of the job
The post holder will work under supervision and will be responsible for assisting the department in general administration duties ensuring a professional and confidential service at all times.
The role requires someone who is able to communicate and welcome into the department all levels of personnel within defined parameters, both internal and external, via phone, E-mail and face to face. They will also need to be able to judge when they need to pass on queries and information to colleagues for more complex enquiries.
About us
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
Job description
Job 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 15.08.25
Job description
Job 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 15.08.25
Person Specification
Qualifications and Knowledge
Essential
- Level 2 qualification (e.g. GCSEs, NVQ2) or equivalent demonstrable experience of administrative / office skills and knowledge
- Relevant admin/IT skills
Desirable
Experience
Desirable
- Previous clerical experience
- Telephone skills
Aptitude and Abilities
Essential
- Excellent communication and inter-personal skills
- Team Player
- Attention to detail
- Enthusiastic & motivated
Language Skills
Desirable
Person Specification
Qualifications and Knowledge
Essential
- Level 2 qualification (e.g. GCSEs, NVQ2) or equivalent demonstrable experience of administrative / office skills and knowledge
- Relevant admin/IT skills
Desirable
Experience
Desirable
- Previous clerical experience
- Telephone skills
Aptitude and Abilities
Essential
- Excellent communication and inter-personal skills
- Team Player
- Attention to detail
- Enthusiastic & motivated
Language Skills
Desirable
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
