Job summary
- Main area
- Secretary
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time
- Job share
- Job ref
- 100-AC173-0625
- Employer
- Hywel Dda University Health Board
- Employer type
- NHS
- Site
- Wellfield Road Resource Centre
- Town
- Carmarthen
- Salary
- £24,433 - £26,060 per annum (pro rata if part time)
- Salary period
- Yearly
- Closing
- 14/07/2025 23:59
- Interview date
- 24/07/2025
Employer heading

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.
Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.
This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed.
Job overview
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 Wellfield Road, Carmarthen.
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 being the first point of contact for the service, operating our patient administration systems, (WPAS) and Care Partner, and the receipt and distribution of mail.
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/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.
Working for our organisation
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 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 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, through:
Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;
Seven community hospitals: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;
48 general practices (four of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;
Numerous locations providing mental health and learning disabilities services;
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.
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 24.07.25
Person specification
Qualifications and knowledge
Essential criteria
- RSA/NVQ 3 qualification or equivalent demonstrable experience
Desirable criteria
- ECDL/GCSE or above qualification in ICT
- 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. Familiar and confident using e-mail and searching the internet
- Understanding of/ or experience of working within Mental Health and/ or Learning Disabilities
Language Skills
Desirable criteria
- Welsh Speaker (Level 1)
Aptitudes and Abilities
Essential criteria
- Excellent verbal and written communication skills
- Ability to prioritise work to meet deadlines
- Self-motivated and able to work without supervision
- Able to work as part of a team
- Good organisational skills
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
Further details / informal visits contact
- Name
- Michelle Morris
- Job title
- Directorate Administration Manager MH&LD
- Email address
- [email protected]
- Additional information
Simon Jones
CDAT Team Lead
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