Team Secretary/Administrator (MH&LD)

NHS; Aberystwyth; On-site; GBP 24,000 - 27,000; Full time

Job description

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 Community Drug & Alcohol Team based in Gorwelion Resource Centre, Aberystwyth.

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.

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, and operate our patient administration systems, (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.

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.

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.

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:

1. 48 General Practices (GP surgeries)
2. 49 Dental Practices
3. 98 Community Pharmacies (chemists)
4. 44 General Ophthalmic Practices (including eye health and low vision services)
5. 38 sites providing mental health and learning disability services
6. Care within your own homes

Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.

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 07/05/2025.

Person Specification

Qualifications and knowledge

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

Experience

• 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
• Experience of working within the NHS
• Experience of patient administration systems
• Experience of taking and transcribing minute of meetings

Language Skills

• Welsh Speaker (Level 1)

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.

£24,433 to £26,060 a year per annum pro rata