Job summary
The Administration Officer - Blood Borne Virus (BBV) Service will act as a key point of contact for relevant Hepatology team members and will provide comprehensive administrative and secretarial support to the Hepatology Service. This includes responsibility for maintaining records both manually and on acomputerised system and demonstrate the ability to handle sensitive and confidential patient information.
The role may involve travelling to and working across other hospital sites in support of service delivery.
Main duties of the job
Provide an administrative/secretarial service to the clinical staff within the service which will include audio typing transcription of clinical information.
Responsible for the ordering of stationery and supplies using the Oracle system.
Ensure patient notes are kept up to date and relevant correspondence filed and available for outpatient clinics.
Be the first point of contact via the telephone for queries, using initiative, and judgement on necessary action to be taken.
Liaise in a professional manner with patients, colleagues and other health care professionals.
Maintain computer/clinic folders and the setting up of new computer/clinic folders and the maintenance of existing ones.
Manage time effectively to ensure that work is completed within timescales.
Plan day to day working using initiative to prioritise workload/amend work planning to meet service requirements.
Process incoming and outgoing correspondence for the BBV service, ensuring urgent action is taken where appropriate.
Competent use of computer systems for entering and retrieving patient information.
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); 99 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 22/04/2026.
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 22/04/2026.
Person Specification
Qualifications and Knowledge
Essential
- RSA/OCR II or equivalent demonstrable experience of administrative / office skills and knowledge plus experience of working in an administrative / office environment OR RSA/OCR III or equivalent demonstrable experience of administrative / office skills and knowledge
Desirable
- Knowledge of medical terminology
Experience
Essential
- Previous experience of working in an administrative/healthcare office setting.
- Experience using and setting up various IT systems, Word, Excel, Outlook.
Desirable
- Previous experience of providing secretarial support
- Experience of use and maintenance of health care records.
Language Skills
Desirable
Person Specification
Qualifications and Knowledge
Essential
- RSA/OCR II or equivalent demonstrable experience of administrative / office skills and knowledge plus experience of working in an administrative / office environment OR RSA/OCR III or equivalent demonstrable experience of administrative / office skills and knowledge
Desirable
- Knowledge of medical terminology
Experience
Essential
- Previous experience of working in an administrative/healthcare office setting.
- Experience using and setting up various IT systems, Word, Excel, Outlook.
Desirable
- Previous experience of providing secretarial support
- Experience of use and maintenance of health care records.
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).
