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Job summary

Main area
CMATS Administration Support
Grade
Band 3
Contract
Permanent
Hours
  • Full time
  • Part time
Job ref
100-AC305-1025
Employer
Hywel Dda University Health Board
Employer type
NHS
Site
CMATs Office, Teilo Ward, Glangwili General Hospital
Town
Carmarthen
Salary
£25,313 - £26,999 Per annum pro rata
Salary period
Yearly
Closing
27/10/2025 23:59
Interview date
04/11/2025

Employer heading

Hywel Dda University Health Board logo

Administration & Clerical Officer- CMATs

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

The Administration and Clerical Officer will act as a key point of contact for relevant CMAT team members and will provide comprehensive administrative and secretarial support to the CMAT Service.  This includes responsibility for maintaining records both manually and on a  computerised system and demonstrate the ability to handle sensitive and confidential patient information i.e. clinical letters, investigations and results.

The role may involve providing cover in the event of other administrative staff being absent.

The role may involve travelling to and working across other hospital sites in support of service delivery.

Able to consider both part-time and full-time working.

Main duties of the job

Provide an administrative/secretarial service to the clinical staff within the service which will include audio typing transcription of clinical information.

Responsible for the ordering of stationery and supplies using the Oracle system.

Ensure patient notes are kept up to date and relevant correspondence filed and available for outpatient clinics.

Be the first point of contact via the telephone for queries, using initiative, and judgement on necessary action to be taken, and dealing sensitively with distressed/angry callers.

Liaise in a professional manner with patients, relatives, carers, colleagues, clinicians, GP’s and other professionals.

Notify relevant departments of changes to CMATS clinic lists and if necessary take an active part in reallocation of clinics in conjunction with colleagues.

Manage time effectively to ensure that work is completed within timescales.

Plan day to day working using initiative to prioritise workload/amend work planning to meet service requirements.

Process incoming and outgoing correspondence for the service, ensuring urgent action is taken where appropriate, i.e. abnormal investigation results, urgent referrals.

Competent use of computer systems for entering and retrieving patient information.

 

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 04/11/2025.

Person specification

Qualifications and Knowledge

Essential criteria
  • Level 3 qualification (e.g. A Levels, AS Levels, NVQ3, RSA II) or equivalent demonstrable experience of administrative / office skills and knowledge
Desirable criteria
  • NVQ Level II Business Administration
  • Working towards a medical terminology qualification

Experience

Essential criteria
  • Previous secretarial and/or office administration experience
  • Experience using IT systems, word, excel, outlook
Desirable criteria
  • NHS Experience

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
Catrin Hawthorn
Job title
CMATS Service Lead (Carm)
Email address
[email protected]
Telephone number
01267248759
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