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Job summary

Main area
Admin
Grade
Band 3
Contract
Permanent
Hours
Part time - 30 hours per week
Job ref
100-AC317-1125
Employer
Hywel Dda University Health Board
Employer type
NHS
Site
Bronglais Hospital
Town
Aberystwyth
Salary
£25,313 - £26,999 per annum pro rata
Salary period
Yearly
Closing
19/11/2025 23:59
Interview date
02/12/2025

Employer heading

Hywel Dda University Health Board logo

Senior Departmental Administrator Cardio-Respiratory

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

This role will provide comprehensive administrative support for the cardio-respiratory diagnostic department.

This includes the scheduling of appointments and procedures, calculating and presenting activity and waiting list information, and dealing with a range of queries.

Main duties of the job

This is a varied and rewarding administrative role within a busy cardio-respiratory diagnostic department. You’ll play a key part in supporting clinical teams by coordinating appointments and procedures, maintaining accurate records of departmental activity, and helping ensure a smooth patient journey.

Your responsibilities will include managing filing systems for operational and strategic documents, retrieving medical notes, and carrying out general office duties such as photocopying and document handling. 

You’ll be the first point of contact for incoming telephone calls, handling enquiries with professionalism and care, and processing both physical and electronic correspondence. Strong IT skills are essential, as you’ll be responsible for word processing, maintaining Excel spreadsheets, updating audit databases, and producing clear, accurate letters and diagnostic results. This role requires excellent organisational skills, attention to detail, and a proactive, team-focused approach.

The ability to speak Welsh is desirable for this post; Welsh and/or English 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   02/12/2025

Person specification

Qualifications and Knowledge

Essential criteria
  • General standard of education; 5 GCSE’s or equivalent.
  • Level 3 qualification e.g. A Levels/ NVQ 3 qualifications specific to administrative and secretarial role.
  • Willing to undergo departmental training and improve knowledge and skills through further training.
Desirable criteria
  • Knowledge of cardiac and respiratory diagnostic procedures

Experience

Essential criteria
  • Previous experience of working in an administrative / office environment.
  • Experience in minute taking and organising meetings and events
  • Computer literate and proficient in using Microsoft Office suite (Word, Excel, Power Point and Outlook) including use of internet search engines
  • Experience of data entry and maintaining spreadsheets.
  • Experience of dealing with public, health care professionals and health board staff at all levels.
  • Experience of working within a team environment.
Desirable criteria
  • Experience of working within NHS
  • Experience of managing equipment or resources required for services.

Language Skills

Desirable criteria
  • Welsh Speaker (level 1)

Employer certification / accreditation badges

Veteran AwareNo smoking policyCymraegDisability confident employerStep into healthCarer Confident (With Welsh translation)Defence Employer Recognition Scheme (ERS) - GoldCore principlesStonewall 2023 Bronze

Applicant requirements

Welsh language skills are desirable

Documents to download

Apply online now

Further details / informal visits contact

Name
Gethin Howells
Job title
Cardio-Respiratory Services Manager
Email address
[email protected]
Telephone number
01970 635747
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