Job summary
An opportunity has arisen for a Clinical Secretary in Meddygfa Penrhyn in the beautiful rural location of Solva. The role will support the GPs and designated medical staff and their teams with secretarial and administrative support.
You will be part of a large and diverse team and would be expected to work hours over Mon-Fri.
The post holder will be responsible for maintaining files both electronically and manually, be able to handle sensitive and confidential patient information.
You will have a range of duties and these are highlighted in the Job Description but there maybe times where the Management Team may ask you to help take minutes, help with the team on reception or carry out any other administrative tasks.
Main duties of the job
Key responsibilities will entail scanning, read-coding and summarising of notes. Organising and maintaining Chronic Disease Clinics/Registers and working closely with the Nursing team and Clinical Lead. Support Management and the Reception team in the business continuity of the day to day running of the surgery. Manage and Support the completion and correct invoicing of the Non-NHS work that arrives in the surgery and that it is completed within GDPR regulations.
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
Other duties will include a general Medical Secretarial and administrative service to the clinical staff within the Practice which may include audio typing transcription of clinical information. Accurate filing, both physically and electronically of patient information in a timely manner. Read coding of medical information from clinical and electronic correspondence on to the patient notes for which advanced keyboard skills and accuracy will be required. Summarisation of new patient records. CDM ensuring patients on these registers are regularly monitored in line with clinical protocols. Manage Non NHS work ensuring it is completed and invoiced correctly and inline with GPDR regulations. Assist with other clinical tasks as required such as scanning, opening mail and sorting. Liaise in a professional manner with patients, relatives, carers, colleagues GPs and other HCP. Be a point of contact for reception when they are dealing with complex telephone or face to face enquires and support dealing with distressed/angry patients. Manage time effectively to ensure work is completed within set timescales.
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 03/02/2026.
Job description
Job responsibilities
Other duties will include a general Medical Secretarial and administrative service to the clinical staff within the Practice which may include audio typing transcription of clinical information. Accurate filing, both physically and electronically of patient information in a timely manner. Read coding of medical information from clinical and electronic correspondence on to the patient notes for which advanced keyboard skills and accuracy will be required. Summarisation of new patient records. CDM ensuring patients on these registers are regularly monitored in line with clinical protocols. Manage Non NHS work ensuring it is completed and invoiced correctly and inline with GPDR regulations. Assist with other clinical tasks as required such as scanning, opening mail and sorting. Liaise in a professional manner with patients, relatives, carers, colleagues GPs and other HCP. Be a point of contact for reception when they are dealing with complex telephone or face to face enquires and support dealing with distressed/angry patients. Manage time effectively to ensure work is completed within set timescales.
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 03/02/2026.
Person Specification
Qualifications and Knowledge
Essential
- RSA/OCR Stage 3 or equivalent level of competency in Word Processing and Audio Transcription
- 5 GCSE or equivalent
- Knowledge of software programmes eg. Microsoft packages, email, internet and databases
- Knowledge of a range of secretarial procedures
- Proof of appropriate Continuous Professional Development
- Knowledge of Read coding and Summarising medical records
Desirable
- NVQ Level II Administration
- Working towards a medical terminology qualification
- Familiar with Practice clinical systems eg Vision, WCEG
Experience
Essential
- Previous secretarial and/or administration experience
- Health Service or GP Practice experience - familiar with the use of medical terms
- Previous Read coding and summarising experience
Language Skills
Desirable
Person Specification
Qualifications and Knowledge
Essential
- RSA/OCR Stage 3 or equivalent level of competency in Word Processing and Audio Transcription
- 5 GCSE or equivalent
- Knowledge of software programmes eg. Microsoft packages, email, internet and databases
- Knowledge of a range of secretarial procedures
- Proof of appropriate Continuous Professional Development
- Knowledge of Read coding and Summarising medical records
Desirable
- NVQ Level II Administration
- Working towards a medical terminology qualification
- Familiar with Practice clinical systems eg Vision, WCEG
Experience
Essential
- Previous secretarial and/or administration experience
- Health Service or GP Practice experience - familiar with the use of medical terms
- Previous Read coding and summarising experience
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).
