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Job summary

Main area
Administration
Grade
Band 4
Contract
Permanent
Hours
Part time - 30 hours per week (Working days to be agreed)
Job ref
100-AC253-0825
Employer
Hywel Dda University Health Board
Employer type
NHS
Site
TBC
Town
TBC
Salary
£27,898 - £30,615 per annum pro rata
Salary period
Yearly
Closing
02/09/2025 23:59
Interview date
17/09/2025

Employer heading

Hywel Dda University Health Board logo

Senior Administrative Officer

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.


 

Job overview

The Occupational Health  team is looking to recruit an experienced Senior Administrative Officer.

We are looking for someone who can work independently as well as part of a team, and has the ability to plan and prioritise workload to meet deadlines.

You’ll be an effective and confident communicator, and trusted with confidential matters on a day-to-day basis.

You’ll work with internal and external partners and agencies of the Health Board.

This is an exciting role, which will provide you with an excellent insight into the delivery of the Occupational Health Service.

Main duties of the job

The successful candidate will be able to navigate a large electronic database, utilising excellent IT skills to input information accurately, generate reports and data, perform generic clerical work such as producing letters and team documents, and taking minutes.

Other duties include:-

Make and receive telephone calls from employee's, managers and other professionals, using initiative and judgement on action required and where necessary refer on to appropriate staff member. 

Provide support with arranging meetings, prepare reports and other correspondence as directed. 

Deliver routine training on system updates of relevant programmes.

Communicate effectively and establish and maintain good relationships with employees, managers and Occupational Health Teams members 

Take and transcribe minutes. 

Prioritise daily work to comply with the needs of the team. 

Manage own workload with minimal supervision within agreed guidelines. 

Contribute to discussions within departmental staff meetings about proposed changes. 

 

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 17/09/2025.

Person specification

Qualifications and knowledge

Essential criteria
  • Level 3 qualification (e.g. A Levels, AS Levels, NVQ3) or equivalent demonstrable experience of administrative / office skills and knowledge
  • Experience of a full range of duties working in an administrative / office environment
  • Knowledge of specialist NHS/ Organisational terminology
Desirable criteria
  • Secretarial training

Experience

Essential criteria
  • Experience of working in an administrative / office environment
  • Familiar and competent with Microsoft IT packages, especially Work, Excel and Powerpoint
  • Experience of setting up spreadsheets, databases
  • Familiar and confident using email and searching the internet
Desirable criteria
  • Experience of working in a multidisciplinary team.

Language Skills

Desirable criteria
  • Welsh Speaker (Level 1)

Other

Essential criteria
  • Flexible approach to needs of the service

Employer certification / accreditation badges

Veteran AwareNo smoking policyCymraegMindful employer.  Being positive about mental health.Disability 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
Emma Thomas
Job title
Office Manager
Email address
[email protected]
Telephone number
03003039674
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