Job summary
The Safeguarding Administrative Support (Band 3) role provides essential administrative and secretarial support to the Health Board's safeguarding services, including safeguarding adults and children, Children Looked After (CLA), and Violence Against Women, Domestic Abuse and Sexual Violence (VAWDASV).
The post holder ensures smooth office operations by managing diaries, meetings, and documentation, maintaining secure systems and databases, and handling sensitive information in line with confidentiality and data protection standards. Acting as a key communication point, they liaise with internal teams and external agencies, support training coordination, and assist with data collation for reports, contributing to the Health Board's statutory safeguarding responsibilities.
Main duties of the job
- Provide comprehensive administrative and secretarial support to the safeguarding team, including diary management, meeting coordination, agenda preparation, and minute-taking.
- Manage incoming calls, emails, and correspondence, signposting queries appropriately while maintaining confidentiality.
- Maintain and update safeguarding databases, intranet pages, and filing systems (electronic and paper).
- Prepare and process sensitive documentation such as referral forms, reports, and health assessments securely in line with data protection requirements.
- Liaise with internal teams and external agencies (e.g., Local Authorities, Police) to share safeguarding information appropriately.
- Organise safeguarding training sessions, including booking venues and preparing resources.
- Assist with data collation and reporting for audits, annual reports, and strategic safeguarding groups.
- Support improvements to administrative systems and local policies to enhance service efficiency.
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 16/02/2026
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 16/02/2026
Person Specification
Experience
Essential
- Experience of working in an office environment with minimal levels of supervision
- Experience of administrating meetings, including minute taking and ability to take and report accurate messages
- Experience of working with a range of professionals as part of a team
- Experience of maintaining efficient and effective office systems
- Working with spread sheets particularly Excel
- Working with professional health / social care staff
Desirable
- Experience of working in safeguarding services
- Experience of dealing with sensitive information
- Knowledge and experience of the NHS patient information systems WPAS, WDS, CYPRIS
Qualifications and Knowledge
Essential
- Level 3 qualification or equivalent demonstrable experience of administrative / office skills and knowledge .
- Knowledge of child and adult safeguarding statutory status and policy and procedures
- Knowledge & understanding of the concept and application of confidentiality
- Good working knowledge of administrative and secretarial processes e.g. electronic filing systems and formatting documents/reports
Desirable
- Knowledge of Children Looked After, Domestic Abuse and Public Protection
- Knowledge of Medical / Healthcare Terminology
Other
Essential
- Flexible approach to the needs of the service
- Ability to travel within a geographical area in a timely manner
Desirable
Person Specification
Experience
Essential
- Experience of working in an office environment with minimal levels of supervision
- Experience of administrating meetings, including minute taking and ability to take and report accurate messages
- Experience of working with a range of professionals as part of a team
- Experience of maintaining efficient and effective office systems
- Working with spread sheets particularly Excel
- Working with professional health / social care staff
Desirable
- Experience of working in safeguarding services
- Experience of dealing with sensitive information
- Knowledge and experience of the NHS patient information systems WPAS, WDS, CYPRIS
Qualifications and Knowledge
Essential
- Level 3 qualification or equivalent demonstrable experience of administrative / office skills and knowledge .
- Knowledge of child and adult safeguarding statutory status and policy and procedures
- Knowledge & understanding of the concept and application of confidentiality
- Good working knowledge of administrative and secretarial processes e.g. electronic filing systems and formatting documents/reports
Desirable
- Knowledge of Children Looked After, Domestic Abuse and Public Protection
- Knowledge of Medical / Healthcare Terminology
Other
Essential
- Flexible approach to the needs of the service
- Ability to travel within a geographical area in a timely manner
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).
