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Job summary

Main area
Arts and Health
Grade
Band 3
Contract
Permanent
Hours
  • Part time
  • Flexible working
  • Home or remote working
18.75 hours per week (Post holder can adjust their start and finish times to better suit their personal needs, work remotely, or in -office or a combination of the two.)
Job ref
100-AC213-0725
Employer
Hywel Dda University Health Board
Employer type
NHS
Site
Health Board wide - TBC
Town
TBC
Salary
£25,313 - £26,999 per annum pro rata
Salary period
Yearly
Closing
12/08/2025 23:59
Interview date
27/08/2025

Employer heading

Hywel Dda University Health Board logo

Team Administrator (Arts and Health Team)

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

The Arts and Health Team Administrator will provide essential administrative and facilitation support to the Arts and Health Team within Hywel Dda University Health Board. This role involves coordinating a wide range of activities related to arts in health, including patient and staff wellbeing, community engagement, and capital projects. 

Are you an organised, proactive, and people-focused administrator with a passion for the arts and wellbeing? We’re looking for a dedicated Team Administrator to support our dynamic Arts and Health Team.

In this varied and rewarding role, you’ll:

  • Provide day-to-day admin support to the Head of Arts and Health and wider team
  • Coordinate and attend meetings, events, and creative projects across the Health Board
  • Communicate with artists, staff, and community partners
  • Provide marketing material on events, and manage social media
  • Manage records, process invoices, and support reporting and evaluation and data analysis support

You’ll need:

  • Experience in a busy office environment
  • Excellent communication and organisational skills
  • Confidence using Microsoft Office and databases
  • A compassionate and professional approach

This is a fantastic opportunity to contribute to meaningful work that enhances wellbeing through creativity across our communities.

Main duties of the job

  • Provide day-to-day administration support to the Head of Arts and Health and wider team
  • Coordinate and attend meetings, events, and creative projects across the Health Board
  • Communicate with artists, staff, and community partners
  • Provide marketing materials for events
  • Manage records, process invoices utilising the Oracle procurement system, and support reporting and evaluation
  • Collect feedback data and data analysis support

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

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 be held on 27/08/25

Person specification

Qualifications and Knowledge

Essential criteria
  • Level 3 qualification in business administration/ secretarial duties, or equivalent demonstrable experience.
  • GCSE in English (grade C or above)
  • Knowledge of safeguarding principles
  • Knowledge & understanding of the concept and application of confidentiality
  • Good working knowledge of administrative and secretarial processes
Desirable criteria
  • Knowledge of medical / healthcare terminology
  • Knowledge of complaints handling processes

Experience

Essential criteria
  • Experience of working in a busy office environment, undertaking a full range of administrative duties.
  • Experience in handling challenging phone calls, emails, and other forms of communication from members of the public.
  • Experience of working with a range of professionals as part of a wider team.
  • Has experience in using Microsoft Office packages (Excel, Word, PowerPoint, Outlook and Teams). Used to working with organisational databases.
  • Used to handling sensitive information in accordance with principles of confidentiality.
Desirable criteria
  • Has experience working within the NHS or similar health-related sector.
  • Experience of administrating meetings, including taking of minutes.

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
Kathryn Lambert
Job title
Head of Arts and Health
Email address
[email protected]
Telephone number
01438 834478
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