Job summary
- Main area
- Administrative
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Part time - 30 hours per week (To be worked over 4 or 5 weekdays (Monday - Friday))
- Job ref
- 100-AC244-0826
- Employer
- Hywel Dda University Health Board
- Employer type
- NHS
- Site
- Glangwili General Hospital
- Town
- Carmarthen
- Salary
- £28,819 - £31,626 per annum pro rata
- Salary period
- Yearly
- Closing
- 10/09/2026 23:59
- Interview date
- 21/09/2026
Employer heading
Personal Assistant - Pharmacy Department
Band 4
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
Main duties of the job
The post holder will provide high-quality administrative support to the Pharmacy Department at Glangwili General Hospital, contributing to the effective and efficient delivery of pharmacy services. Key responsibilities will include:
- Providing comprehensive administrative support to pharmacy managers and the wider pharmacy team.
- Maintaining accurate and up-to-date records, databases, and filing systems in accordance with local policies and procedures.
- Coordinating and responding to telephone calls, emails, and other correspondence in a professional and timely manner.
- Arranging meetings, preparing agendas, taking minutes, and distributing relevant documentation as required.
- Supporting the organisation and monitoring of pharmacy workforce information, training records, and departmental activities.
- Assisting with the preparation of reports, presentations, and other administrative documents.
- Liaising effectively with pharmacy staff, multidisciplinary teams, patients, and external organisations to support service delivery.
- Managing confidential information appropriately and ensuring compliance with data protection and information governance requirements.
- Supporting the administration of recruitment, induction, training, and other workforce-related processes as required.
- Undertaking general office duties, including ordering supplies, maintaining stock levels of office materials, and ensuring administrative systems operate efficiently.
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 21/09/2026
Person specification
Qualifications and Knowledge
Essential criteria
- Level 3 Qualification (e.g. A Level, AS Levels, NVQ3) or equivalent
- Knowledge of specialist NHS/ Organisational terminology
- Evidenced experience of a full range of duties working in an administrative / office environment
Desirable criteria
- Secretarial training
- Educated to diploma level
Experience
Essential criteria
- Experience of working as a Personal Assistant to a Senior Manager, (or demonstrable transferrable skill set) including: ▪ Prioritisation of work streams and delivery to challenging deadlines ▪ Effective and efficient electronic diary/inbox management (Outlook) ▪ Handling various telephone enquiries ▪ Organise and support various meetings and events ▪ Audio and copy typing, taking and transcribing dictation ▪ producing clear and accurate documents ▪ Receiving visitors in a friendly and efficient manner ▪ Taking and producing accurate minutes ▪ Interpreting and collation of data into a standard format ▪ Recording budget information ▪ Searching, identifying and downloading appropriate information from the internet. ▪ Retrieving information from available sources ▪ Managing/maintaining a file system both electronic and hard files ▪ Managing and developing office systems ▪ Experience of arranging meetings at various locations ▪ Preparing presentation material ▪ Proof reading skills ▪ Handling highly confidential and sometimes contentious / sensitive information. ▪ Understanding of the NHS.
- Experience of working in a busy complex environment
- Experience of using Microsoft Office packages (including MS Teams)
Desirable criteria
- Experience of working in a large complex organisation.
Language Skills
Desirable criteria
- Welsh Speaker (Level 1)
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- John Harris
- Job title
- Pharmacy Department Manager
- Email address
- [email protected]
- Telephone number
- 01267 227463
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