Job summary
We are looking for an experienced and well-organised individual to join our Administration Team as a Part-Time Medical Secretary based at St. Brynachs, Fishguard Road, Haverfordwest.
This role involves delivering high-quality secretarial and administrative support to Consultants, Clinical Teams, and Managerial staff. You will be responsible for a range of tasks including word processing, audio typing using T-Pro, and maintaining accurate clinical and administrative records on both manual and approved electronic systems.
Main duties of the job
You will contribute to the provision of timely, accessible, and accurate information to support effective service delivery whilst always maintaining confidentiality at all times and adhering to GDPR and Access to Health Records Act.
The role requires excellent organisational and time management skills, with the ability to prioritise a varied workload, meet deadlines, and work independently using your own initiative. A high level of professionalism is essential, as you will be handling sensitive information such as clinical correspondence, reports, and investigation results.
Flexibility is also important, as there may be occasions when support is needed at alternative Health Board locations within the local area. Reception and switchboard duties may also form part of this role as required.
This is a key administrative position within a supportive team environment, where your contribution will help ensure the smooth running of clinical services and enhance the overall patient experience. If you are enthusiastic, dependable, and committed to delivering a high standard of work, we would welcome your application.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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 07th Oct 2025
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 07th Oct 2025
Person Specification
Language Skills
Desirable
Experience
Essential
- Experience of working in a busy complex environment
- Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, desktop publishing and e-mail]
- Experience of setting up and maintaining spreadsheets, databases.
- Experience of handling verbally aggressive calls
Desirable
- Experience of working within the NHS
- Experience of Patient Administration Systems
- Experience of using Vision
Qualifications and Knowledge
Essential
- NVQ/RSA III or equivalent demonstrable experience of typing
- Experience of a full range of duties working in an administrative / office environment
- Knowledge of Medical / Healthcare Terminology
Desirable
- Educated to advanced level or equivalent
- Secretarial training along with experience of Audio Transcription/T-Pro
- Shorthand
- ECDL or Equivalent IT Qualifications
Person Specification
Language Skills
Desirable
Experience
Essential
- Experience of working in a busy complex environment
- Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, desktop publishing and e-mail]
- Experience of setting up and maintaining spreadsheets, databases.
- Experience of handling verbally aggressive calls
Desirable
- Experience of working within the NHS
- Experience of Patient Administration Systems
- Experience of using Vision
Qualifications and Knowledge
Essential
- NVQ/RSA III or equivalent demonstrable experience of typing
- Experience of a full range of duties working in an administrative / office environment
- Knowledge of Medical / Healthcare Terminology
Desirable
- Educated to advanced level or equivalent
- Secretarial training along with experience of Audio Transcription/T-Pro
- Shorthand
- ECDL or Equivalent IT Qualifications
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).
