Job summary
Come and join Hywel Dda University Health Board, where we offer a wide variety of challenging and rewarding roles within a supportive, innovative and dynamic work environment.
We have an excellent opportunity for an Administrative Co-ordinator to join our Ophthalmology Team within the Planned Care Group.
This is a diverse role and you will be working in a busy and fast paced environment within a team that value and support each other. We are looking for someone with administration experience, excellent communication skills with the ability to work on their own and in a team and who can demonstrate our values of Compassion, Trust, Respect and Integrity.
The health and wellbeing of our team members is very important to us and we offer a robust induction period, as well as regular supervision and support. You will have opportunities to progress your career with a structured learning journey that will enable you to achieve your long-term goals and work to your strengths.
The post holder will be the point of contact for all administrative duties relating to patients' pathway of care within the Intravitreal Therapy Service (IVT).
The post holder will work as part of a multi-disciplinary team and will provide expertise in the proactive management of the patient pathway from referral to discharge, ensuring the entire pathway is managed smoothly.
Main duties of the job
Duties will include:
- Investigate and take the appropriate action where pathways are incomplete to ensure that patients are receiving timely treatment and Health Board Information is robust
- To be responsible for identifying and escalation any issues to the Service Manager which compromises delivery
- Ensure inter-provider transfers are timely and that the appropriate paperwork has been completed and sent or received
- Liaise with internal and external colleagues to share patient pathway and diagnostic information.
- Ensure Health Board systems are updated with patient pathway status information and that data quality is maintained
- Proactively manage the pathway to avoid breaches and take steps to resolve any issues
- Ensure all Intravitreal patients for follow up are tracked and booked in timely fashion.
- Use Health Board IT systems and specialty databases to ensure relevant and accurate information is recorded.
- Investigate patient DNAs, communicating the results to the consultants and Service Manager as appropriate
- Cancellations - communicate details to the clinician ensuring all information is available.
- Ensure healthcare records are tracked to the correct location.
- Deal with all general telephone enquiries and handle post
- Provide cross cover within specialty/admin team
- Track all patient records utilising WPAS system
- Contribute to specialty improvements and efficient processes
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
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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 20/01/2026
Job description
Job responsibilities
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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 20/01/2026
Person Specification
Qulaifications and Knowledge
Essential
- Level 4 qualification in Administration or Customer Care or acquired equivalent experience
- GCSE or equivalent in English and Maths, grades A-C
- High standard of IT knowledge and evidence of working with systems, databases and spreadsheets
- Experience of working in an administrative post
- Knowledge of Myrddin
Desirable
- Knowledge and experience of working with HB information systems
- Degree Educated
- Expert Knowledge of Myrddin
Experience
Essential
- Experience of working in the NHS - Primary and Acute Service
- Experience of using full range of IT systems and patient data systems
- Experience of using Microsoft Office, including Word and Excel
- Experience of scheduling outpatient appointments and/or admissions
- Experience of working in a multi-disciplinary team
- Experience of handling patient complaints
Desirable
- Experience of supervising staff
- Experience of using digital dictation systems
Language Skills
Desirable
Person Specification
Qulaifications and Knowledge
Essential
- Level 4 qualification in Administration or Customer Care or acquired equivalent experience
- GCSE or equivalent in English and Maths, grades A-C
- High standard of IT knowledge and evidence of working with systems, databases and spreadsheets
- Experience of working in an administrative post
- Knowledge of Myrddin
Desirable
- Knowledge and experience of working with HB information systems
- Degree Educated
- Expert Knowledge of Myrddin
Experience
Essential
- Experience of working in the NHS - Primary and Acute Service
- Experience of using full range of IT systems and patient data systems
- Experience of using Microsoft Office, including Word and Excel
- Experience of scheduling outpatient appointments and/or admissions
- Experience of working in a multi-disciplinary team
- Experience of handling patient complaints
Desirable
- Experience of supervising staff
- Experience of using digital dictation systems
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).
