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Job summary

Main area
Secretary
Grade
Band 3
Contract
Permanent
Hours
  • Full time
  • Job share
37.5 hours per week (Monday - Friday (09:00 - 17:00). Full time post but will consider job share.)
Job ref
100-AC159-0625-A
Employer
Hywel Dda University Health Board
Employer type
NHS
Site
Hafan Derwen
Town
Carmarthen
Salary
£24,433 - £26,060 per annum (pro rata if part time)
Salary period
Yearly
Closing
04/08/2025 23:59
Interview date
11/08/2025

Employer heading

Hywel Dda University Health Board logo

Team Secretary/Administrator (Mental Health & Learning Disabilities)

Band 3

Our Hywel Dda values reflect who we are and how we behave. We continuously work together to be the best we can be as we strive to develop and deliver excellent services, putting people at the heart of everything we do. Throughout our recruitment process you will be asked to think about how you would demonstrate these values in the way that you work with us.

If you are registered Health Care professional considering relocating to the Hywel Dda area in West Wales please don’t hesitate to contact our recruitment campaigns team directly via [email protected]

To keep up to date with our latest recruitment activity follow us on Facebook (Swyddi Hywel Dda Jobs), LinkedIn or on Twitter @SwyddiHDdaJobs

Hywel Dda University Health Board reserve the right to close vacancies after 24 hours if a large number of suitable applications are received. We encourage early applications to ensure consideration for a post.


 

Job overview

An exciting opportunity has arisen for an enthusiastic and experienced individual to join the Administration Team in the role of Team Secretary/ Administrator for the Dementia Wellbeing Team based in Hafan Derwen, Carmarthen.

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.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

Main duties of the job

The post holder will be required to undertake a wide range of duties including being the first point of contact for the service, operating our patient administration systems, (WPAS) and Care Partner, and the receipt and distribution of mail. 

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/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.

Working for our organisation

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

Detailed job description and main 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 take place on  11/08/2025

Person specification

Qualifications and knowledge

Essential criteria
  • RSA/NVQ 3 or equivalent demonstrable experience of administrative / office skills and knowledge
Desirable criteria
  • ECDL or equivalent experience and or qualifications

Experience

Essential criteria
  • Familiar and competent with Microsoft IT packages, especially Word, Excel and PowerPoint
  • Familiar and confident using email and searching the internet
  • Experience of maintaining spreadsheets, databases
Desirable criteria
  • Experience of working within the NHS
  • Experience of patient administration systems
  • Experience of taking and transcribing minute of meetings

Language Skills

Desirable criteria
  • Welsh Speaker (Level 1)

Employer certification / accreditation badges

Veteran AwareNo smoking policyCymraegMindful employer.  Being positive about mental health.Disability confident employerStep into healthCarer Confident (With Welsh translation)Defence Employer Recognition Scheme (ERS) - GoldCore principlesStonewall 2023 Bronze

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Welsh language skills are desirable

Documents to download

Apply online now

Further details / informal visits contact

Name
Coleen Taylor
Job title
Administration Manager MH&LD
Email address
[email protected]
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