Administrative Officer

Title: Administrative Officer

Location: Carmarthen Wales United Kingdom

Work Type: Onsite, Part Time

Job Description:

Contract Permanent Hours Part time - 35.25 hours per week (Monday - Friday)

Job ref 100-AC126-0526

Site Glangwili General Hospital Town Carmarthen

Salary £26,300 - £27,890 per annum (pro rata if part time) Salary period Yearly

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.

Job overview

We are looking for a highly organised and professional individual to support the nursing workforce within the Community Paediatrics Service, playing a key role in delivering efficient administrative and secretarial support within a busy department. This is an excellent opportunity for someone who thrives on working independently while maintaining the highest standards of confidentiality and professionalism.

As the first point of contact, you will provide a welcoming and responsive service to both internal and external stakeholders, handling enquiries via phone, email, and face-to-face interaction, and using your judgement to escalate more complex matters where required. You will also contribute to the smooth running of the department and may have the opportunity to support and supervise colleagues, making this a varied and rewarding role for someone who enjoys responsibility and teamwork.

The role provides essential administrative support to enable the effective delivery of high‑quality care to children and families, working closely with nurses and the wider multidisciplinary team.

Main duties of the job

The post holder will provide comprehensive administrative support to the team, ensuring the effective day-to-day running of the service. Key duties include:

• Providing an efficient and professional administrative service to nursing staff, including organising and arranging appointments.
• Audio typing and transcription of clinical letters and related clinical information.
• Maintaining accurate and timely filing of patient records, both paper-based and electronic, in line with information governance requirements.
• Acting as a first point of contact via telephone, using initiative and good judgement to respond appropriately to queries and taking necessary action, while dealing sensitively and professionally with distressed or angry callers.
• Communicating and liaising effectively with patients, relatives, carers, colleagues, clinicians, GPs, and other professionals.
• Preparing and distributing agendas and papers for meetings, and accurately typing and circulating meeting minutes.
• Using Microsoft Office packages confidently to support administrative tasks and service needs.

Experience in Microsoft Office applications, together with proven administrative skills, is essential for this role.

The ability to speak Welsh is desirable for this post; Welsh and/or English 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); 97 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
• Numerous mental health and learning disabilities services

Person specification

Qualifications & Experience

Essential criteria

• Level 3 qualification (e.g. A Levels, AS Levels, NVQ3) or equivalent demonstrable experience of administrative / office skills and knowledge

Desirable criteria

• RSA level 3 in typing/word processing

Experience

Essential criteria

• Experience of working in an administrative / office environment
• Familiar and competent with Microsoft IT packages, especially Word, Excel and Powerpoint
• Familiar and confident using email and searching the internet

Desirable criteria

• Experience of working in a multidisciplinary team.

Other

Essential criteria

• Flexible approach to needs of the service

Desirable criteria

• Welsh speaker (level 1)