Administration Assistant

Job summary

Are you an organised, welcoming and motivated individual looking to start or develop your career within the NHS? We are seeking someone who can provide high-quality administrative support to our busy department, ensuring a professional and confidential service at all times. In this role, you will be the first point of contact for staff and visitors, communicating effectively with colleagues at all levels both inside and outside the organisation. With supportive supervision, you will handle a range of enquiries via phone, email and face-to-face, confidently knowing when to resolve queries yourself and when to refer more complex matters to the wider team.

Main duties of the job

In this role, you will provide a wide range of administrative support to ensure the smooth running of the department. Duties include typing and preparing correspondence, maintaining filing and information systems, and carrying out tasks such as scanning, photocopying and ordering office supplies. You will help keep databases up to date, support audits and research activities, and assist in producing information for reporting. As a welcoming first point of contact for staff and visitors, you will handle enquiries in person, by phone and by email, using sound judgement to resolve queries or escalate when needed. You will also contribute to team discussions, support new starters, maintain accurate records in line with Health Board policies and the Data Protection Act, and ensure office equipment and stock are well managed. The role requires professionalism, good organisation and the ability to work flexibly to meet deadlines and respond appropriately to urgent tasks. The role will provide administrative support for a number of services within Planned Care and Cancer Services Directorate, including General Surgery, Colorectal, Vascular, Breast and ENT.

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