Job summary
This is an exciting opportunity for a Band 3 Support Secretary for Ceredigion.
We are looking for aperson with a pleasant dispositionwith excellent interpersonal skills, strong organisation abilities and a desire to support our team and our leaders in everything we do.
Experience of a wide range of IT systems including Microsoft Word, Excel, Power Point, and E-Mail, coupled with proven administrative skills and previous experience is essential.
If you are interested in this role, please contact Bronwyn Coltman for further information.
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, operate a patient administration system (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.
They will demonstrate the ability to operate within strict boundaries of confidentiality at all times.
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 being absent.
The role will 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 is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 12,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services to almost 400,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest.Five community hospitals: Amman Valley Hospital and Llandovery Hospital in Carmarthenshire, Tregaron Hospital in Ceredigion and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire.Two integrated care centres (Aberaeron and Cardigan, Ceredigion).Community facilities, including:
48 General Practices (GP surgeries), 49 Dental Practices, 98 Community Pharmacies (chemists), 44 General Ophthalmic Practices (including eye health and low vision services), 38 sites providing mental health and learning disability services, care within your own homesHighly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.
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 18/3/2025
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 18/3/2025
Person Specification
Qualifications and knowledge
Essential
- NVQ II or equivalent demonstrable experience of administrative/office skills and knowledge PLUS the additional experience of working in an administrative/office environment OR NVQ III or equivalent demonstrable experience of administrative/office skills and knowledge
Desirable
- ECDL or equivalent experience
- Secretarial training along with experience of Audio Transcription
Experience
Essential
- 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 and databases
- Experience of working in a busy complex environment
Desirable
- Experience of working within the NHS
- Understanding of or experience of working within Mental Health and/or Learning Disabilities
Language Skills
Desirable
Person Specification
Qualifications and knowledge
Essential
- NVQ II or equivalent demonstrable experience of administrative/office skills and knowledge PLUS the additional experience of working in an administrative/office environment OR NVQ III or equivalent demonstrable experience of administrative/office skills and knowledge
Desirable
- ECDL or equivalent experience
- Secretarial training along with experience of Audio Transcription
Experience
Essential
- 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 and databases
- Experience of working in a busy complex environment
Desirable
- Experience of working within the NHS
- 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).
