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Job summary

Main area
Service Administrator and Receptionist
Grade
Band 2
Contract
Permanent
Hours
This vacancy is for 2 part time posts based in Tenby Cottage Hospital. One post is for 19 hours a week, 09:00-12:45 4 days a week and 09:00-13:00 1 day a week and the second is a cover post for 30 hours a week over 4 days, 09:00-17:00.
Job ref
100-AC079-0326
Employer
Hywel Dda University Health Board
Employer type
NHS
Site
Tenby Cottage Hospital
Town
Tenby
Salary
£24,833 per annum, pro rata
Salary period
Yearly
Closing
06/04/2026 23:59
Interview date
16/04/2026

Employer heading

Hywel Dda University Health Board logo

Service Administrator and Receptionist

Band 2

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 Agenda for Change Pay Award for 2026/27 is effective from 1st April 2026.

Please note successful applicants with a start date from 1st April onwards the salary will be as per the 2026/27 pay award. For further detail the pay circular is available via this link https://www.nhs.wales/files/pc-resources/afc-w-02-2026-pdf-pdf?ts=1773244958086

Job overview

We are excited to be recruiting for two Service Administrator and Receptionist roles at Tenby Cottage Hospital — key positions at the heart of our friendly and busy community services.

Tenby Cottage Hospital hosts a wide range of services including outpatients, x‑ray, dental, midwifery, podiatry and a nurse-led walk‑in centre. As the first point of contact for patients, families and professionals, you will play a vital role in creating a warm, reassuring and efficient front‑of‑house experience.

We are looking for individuals who can deliver a welcoming and professional reception service, with excellent communication skills and the confidence to liaise with members of the public and health and social care colleagues. You’ll bring strong customer care skills, the ability to remain calm under pressure, and a consistently courteous approach.

Main duties of the job

The main duties of the job include:

  • Provide a professional and welcoming reception service, supporting patients, visitors and staff.
  • Manage telephone calls, messages and enquiries promptly while maintaining confidentiality.
  • Check patients in for the walk in centre, update demographic details and support the smooth running of clinics using WPAS or similar systems.
  • Carry out general administrative duties including filing, photocopying, mail handling and preparing/maintaining health records.
  • Liaise with clinical and administrative teams, external agencies and partner organisations to support patient appointments and service needs.
  • Support premises responsibilities such as room bookings, reporting faults, maintaining noticeboards and assisting with health and safety and security processes.
  • Manage basic stock control, including stationery
  • Prioritise workload effectively, work calmly under pressure and contribute positively as part of the wider team.

In return, you will receive support, supervision and opportunities for development as part of a dedicated and supportive team, making a meaningful difference every day.

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 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); 99 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
  • Numerous mental health and learning disabilities services

Detailed job description and main responsibilities

Role 1:

Morning Receptionist – 19 hours per week
09:00-12:45 4 days a week and 09:00-13:00 1 day a week 

Role 2:

Receptionist – 30 hours per week
Four days a week, 09:00–17:00 (set days to be discussed, but flexibility is required).  While based at Tenby Cottage Hospital, this postholder is also required to occasionally travel and support reception teams across other Community Sites within the county as needed. Flexibility and ability to travel is essential to ensure we can continue to deliver high‑quality service during periods of annual leave and other cover requirements within the reception team.

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 16/04/2026.

Person specification

Qualifications and Knowledge

Essential criteria
  • 4 GCSE’s including English Language & Maths, RSA Stage II or equivalent
  • NVQ 2 in Business & Administration
Desirable criteria
  • Customer Services Qualification

Experience

Essential criteria
  • Previous reception / administrative experience
  • Experience of using IT software packages (Word, Excel), internet and office outlook e-mail
Desirable criteria
  • Medical Terminology
  • Use of NHS databases/systems

Other

Essential criteria
  • Flexible approach to the needs of the service
  • Ability to travel between sites in a timely manner
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

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

Apply online now

Further details / informal visits contact

Name
Joanne Riggs
Job title
Business Services Manager
Email address
[email protected]
Telephone number
01437 772329
Additional information

Please contact Joanne via telephone in the first instance. 

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