Job summary
An opportunity has arisen for an enthusiastic and experienced individual to join the Administration Team in the role of Team Secretary/ Administratorfor The Parkinsons Team in Aberystwyth.
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
We are looking for someone organised, approachable and supportive to join our clinical team.
The role involves ordering stationery and supplies, typing clinical information from audio recordings, and keeping patient records accurate and up to date, both electronically and on paper.
You will be first point of contact for telephone enquiries, offering calm and sensitive support, especially to callers who may be distressed or worried. Working closely with patients, relatives, carers, clinicians, GP practices and other services, you will help ensure smooth communication within the department. You will also update departments about changes to outpatient clinic lists and assist with rearranging clinics, when needed.
Good organisation and time management are important, as urgent correspondence such as abnormal results or referrals will need prompt attention. Confident use on computer systems will be required for inputting, accessing and maintaining patient information.
The ability to speak Welsh is desirable for this post; English and/or Welsh 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 30/12/2025
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 30/12/2025
Person Specification
Qualifications and Knowledge
Essential
- Level 3, or equivalent level of competency in Word Processing and Audio Transcription
- Knowledge of a range of secretarial procedures.
- Knowledge of Software programmes - e.g. Microsoft packages, e-mail Internet and databases.
- 5 GCSEs or equivalent
Desirable
- NVQ Level II Administration
Experience
Essential
- Previous secretarial and/or administration experience.
- Health Service experience - familiar with the use of medical terms.
Language Skills
Desirable
Person Specification
Qualifications and Knowledge
Essential
- Level 3, or equivalent level of competency in Word Processing and Audio Transcription
- Knowledge of a range of secretarial procedures.
- Knowledge of Software programmes - e.g. Microsoft packages, e-mail Internet and databases.
- 5 GCSEs or equivalent
Desirable
- NVQ Level II Administration
Experience
Essential
- Previous secretarial and/or administration experience.
- Health Service experience - familiar with the use of medical terms.
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).
