Job overview

This post is a Fixed Term/ Secondment until 30.09.26. If you are a Hywel Dda University Health Board employee and are applying for this post as a secondment, agreement for the secondment is needed from your current manager prior to application.

This is an exciting opportunity to join the Trauma & Orthopaedics Team at Glangwili General Hospital as a Full-Time Band 4 Medical Secretary. The postholder will act as Personal Assistant to the department Consultant(s) and will provide comprehensive secretarial and administrative support to the Consultant and designated medical staff and their team.

The postholder will be responsible for typing, maintaining records both manually and on the computer system. They will demonstrate the ability to handle sensitive and confidential patient information. i.e. clinical letters, investigations and results. The postholder will act as the first point of contact for all forms of communication for the respective teams from patients, family and hospital staff.

Working 37.5 hours per week, the successful candidate will be required to support the delivery of a comprehensive and quality secretarial service to the Consultants and their teams.

Main duties of the job

The postholder will undertake a wide-range of duties including:

Provide medical secretarial service to the clinical staff within the service which will include audio typing transcription of clinical information

Be responsible for accurate filing, both physically and electronically, of patient information in a timely manner

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

 Notify relevant departments of changes to Outpatient 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

Planning 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.

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

Competent use of computer systems for entering and retrieving patient information

Undertake any other duties as appropriate to the nature and grade of the post

Experience of Microsoft Word, Excel, Power Point, E-Mail, with proven secretarial skills (including audio typing skills), experience of medical terminology is essential

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