Job summary
An exciting chance to make a real impact has opened up for a proactive, experienced, and people-focused professional to join our Administration Team as a Team Secretary/Administrator for the Specialist Child & Adolescent Mental Health Services at Ty Llewelyn, Glangwili Hospital.
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
The post holder will be required to undertake a wide range of duties including receipt and distribution of mail, first point of contact for the service, and operate our patient administration systems, (WPAS) and Care Partner.
The successful candidate will also be required to process referrals and maintain an accurate database. They will be expected to demonstrate excellent organisation skills and be flexible and adaptable in their approach to work. They must be able to work on their own initiative, use tact and diplomacy where appropriate and possess excellent communication skills.
The successful candidate will be required to support the delivery of a quality comprehensive service to the team and provide cover in the event of administrative staff absences.
The role may also involve travelling to and working across other sites within the Directorate in support of service delivery.
In line with the Transformation of Mental Health Services, the successful candidate may be required to provide administrative support for the delivery of a 7-day service in the future.
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 NHShealthcare 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 disabilitiesservices.
We work in partnership with the three local authorities, as well aspublic, private and third sector colleagues, including our valuedteam of volunteers.
Our services are provided in:
Four main hospitals:
- Bronglais Hospital in Aberystwyth; Glangwili Hospital in Carmarthen; Prince Philip Hospital inLlanelli; and Withybush Hospital in Haverfordwest
- Five community hospitals: Amman Valley and Llandoveryhospitals in Carmarthenshire; Tregaron Hospital inCeredigion; and Tenby and South Pembrokeshire hospitals inPembrokeshire
- Two integrated care centres: Aberaeron and Cardigan inCeredigion, and several other community settings
- 47 general practices (six of which are health board managedpractices); dental practices (including four orthodontic); 97community 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 25.03.2026
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 25.03.2026
Person Specification
Qualifications and knowledge
Essential
- RSA /NVQ 3 qualification or equivalent demonstrable experience
Desirable
- ECDL / GCSE or above qualification in ICT
- Knowledge of Clinical / Medical Terminology
Experience
Essential
- Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, MS Teams, Desktop Publishing and E-mail]
- Experience of working in an administrative role within a busy office environment
- Experience of producing and maintaining spreadsheets & databases
- Experience of taking and transcribing minutes of meetings
- Experience of working in a multidisciplinary team
Desirable
- Experience of patient administration systems
- Experience with working with TPro. Familiar and confident using e-mail and searching the internet
- Understanding of/ or experience of working within Mental Health and/ or Learning Disabilities
Language Skills
Desirable
Person Specification
Qualifications and knowledge
Essential
- RSA /NVQ 3 qualification or equivalent demonstrable experience
Desirable
- ECDL / GCSE or above qualification in ICT
- Knowledge of Clinical / Medical Terminology
Experience
Essential
- Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, MS Teams, Desktop Publishing and E-mail]
- Experience of working in an administrative role within a busy office environment
- Experience of producing and maintaining spreadsheets & databases
- Experience of taking and transcribing minutes of meetings
- Experience of working in a multidisciplinary team
Desirable
- Experience of patient administration systems
- Experience with working with TPro. Familiar and confident using e-mail and searching the internet
- Understanding of/ or experience of working within Mental Health and/ or Learning Disabilities
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).
