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Job summary

Main area
Secretary
Grade
Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week (Monday - Friday (09:00 - 17:00))
Job ref
100-AC247-0826
Employer
Hywel Dda University Health Board
Employer type
NHS
Site
Gorwelion Resource Centre
Town
Aberystwyth
Salary
£26,813 - £27,890 per annum
Salary period
Yearly
Closing
14/09/2026 23:59
Interview date
22/09/2026

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.


The salary scale for a Band 3 has been adjusted as part of the NHS Agenda for Change pay award for 2026/2027 and will be implemented in August 2026 backdated to 01 April 2026 where applicable.

Job overview

The Community Mental Health Team based at Gorwelion, Aberystwyth, is seeking an organised, proactive, and compassionate Team Secretary to support the delivery of high-quality mental health services across the locality.

As a key member of the team, you will contribute to a responsive, patient-centred service by providing efficient administrative and clerical support to clinicians and multidisciplinary colleagues. You will play an important role in ensuring the smooth day-to-day operation of the service, managing correspondence, arranging appointments and meetings, maintaining accurate records, and supporting effective communication between staff, service users, carers, and partner organisations.

This is an excellent opportunity for an individual with strong organisational skills, attention to detail, and a commitment to delivering high standards of administrative support within a busy healthcare environment.

Main duties of the job

In this Team Secretary role, you will be responsible for managing clinical correspondence, maintaining accurate patient records, arranging appointments and meetings, and supporting the coordination of diagnostic pathways. You will act as a first point of contact for patients, families, and partner services, ensuring that all enquiries are handled sensitively, professionally, and in line with confidentiality requirements.

This is an excellent opportunity for someone with strong communication and organisational skills who is committed to supporting mental health services. You will play an essential role in helping the team deliver timely assessments and compassionate care to our local community.

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. 

Applications will be shortlisted based on 'Qualifications and Knowledge,' 'Experience' and 'Other' criteria will be assessed at interview stages.

Interviews will be held on 22.09.2026

Person specification

Qualifications and knowledge

Essential criteria
  • RSA/NVQ 3 qualification or equivalent demonstrable experience
Desirable criteria
  • Knowledge of clinical/medical terminology

Experience

Essential criteria
  • Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, MS Teams, Desktop Publishing and E-mail]
  • Experience of working in an administrative role within a busy office environment
  • Experience of producing and maintaining spreadsheets & databases
  • Experience of taking and transcribing minutes of meetings
  • Experience of working in a multidisciplinary team
Desirable criteria
  • Experience of patient administration systems
  • Experience with working with TPro.
  • Understanding of/ or experience of working within Mental Health and/ or Learning Disabilities
  • Familiar and confident using e-mail and searching the internet

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

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
Bronwyn Coltman
Job title
Administration Manager MH&LD
Email address
[email protected]
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