Administrative Officer

Transformationunitgm; United Kingdom; On-site; GBP 23,000 - 28,000; Full time

Job summary

A regional health board in West Wales is seeking an enthusiastic individual for an administrative role within the respiratory team. The successful candidate will manage duties such as maintaining databases, organizing appointments, and providing clerical support. A Level 3 qualification or equivalent experience is essential, along with a preference for Welsh speakers. This position offers flexibility in hours and emphasizes a team-oriented approach to healthcare services.

Qualifications

• Must have a Level 3 qualification or equivalent demonstrable experience in administrative/office skills.
• Experience working in an administrative or office environment is required.
• Familiarity with IT packages, especially Microsoft Word, Excel, and PowerPoint.

Responsibilities

• Provide a range of administrative and secretarial duties for the team.
• Maintain databases and provide information for reporting.
• Organize and arrange appointments as needed.

Skills

Welsh speaker (Level 1)

Administrative skills

Experience in a multidisciplinary team

Education

Level 3 qualification or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

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 [emailprotected]

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

Are you passionate about making a real difference in people’s lives?

We’re looking for a motivated and enthusiastic individual to become a key part of our respiratory team in Hywel Dda.

In this exciting role, you’ll work alongside a multidisciplinary team dedicated to delivering high-quality, equitable care to individuals living with respiratory conditions. You’ll play a vital part in supporting the service through independent administrative and secretarial duties ensuring everything runs smoothly, professionally, and confidentially.

If you're ready to bring your skills, initiative, and positivity to a team that values excellence and compassion, we’d love to hear from you!

Main duties of the job

The post holder will provide a range of administrative and secretarial duties that supports the need of the team:

• Maintain and keep databases up to date and provide information for reporting purposes as required.
• Prioritise daily work to comply with needs of team.
• Access the internet for resources, information and receiving and sending information via email. Utilise a range of clinical interfaces such as Welsh PAS.
• Plan workload within time restraints ensuring any meeting deadlines are met, i.e. sending out appointments, records.
• Distributing agendas, papers to members of the team.
• Answer the telephone and record messages accurately and concisely, ensuring the relevant team member receives the messages.
• Provide clerical support, organising and arranging appointments as required.
• 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); 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.

We are open to candidates who wish to share the hours, and have some flexibility around start and finish times. However, the working days must be between Monday to Friday to ensure consistency with others in the team.

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.

Interview will be held on 08/01/2026

Person specification

Qualifications & Experience

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

Experience

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

Language Skills

• Welsh Speaker (Level 1)

Hywel Dda University Health Board operates a bilingual policy. All applicants are invited to apply in Welsh, any application submitted in Welsh will not be treated less favourably than an application made in English.

IMPORTANT NOTE FOR APPLICANTS: Applications for our roles are carefully reviewed and shortlisted based on specific criteria, which varies from job to job. Using a generic application to apply for multiple roles or relying on automated AI application services, such as Lazy Apply or AI Apply, may not provide the necessary information, leading to your application being overlooked. To ensure your application is given full consideration, we recommend submitting a tailored application that directly addresses the criteria listed in the Person Specification section of the advert.

By submitting your application to NHS Jobs/Trac, you are giving your consent for elements of your application data to be transferred to the NHS Electronic Staff Record (ESR) and other secure, internal NHS Workforce systems in order to support and manage your recruitment and employment within your employing organisation; to be used by Recruitment for purposes of checking your Professional Registration online (where applicable).

These processes are in line with Fair and Lawful processing in line with current Data Protection Legislation especially those in relation to your personal or sensitive personal data (sensitive personal data is defined as any declared physical or mental health conditions, racial or ethnic origin, sexual orientation, trade union membership, political opinion, religious beliefs). As an organisation, we ensure that the legislation defining confidentiality is observed such as use of data for specific, defined purposes, and use of data that is relevant and not excessive whilst practicing data accuracy and security of all held personal identifiable information (PII)

If you are successfully appointed, by completing the application form you authorise the UHB to obtain any previous NHS service details including all electronically held sickness information, via the Inter Authority Transfer process on the national Electronic Staff Record (ESR).

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply self‑assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.

Employer certification / accreditation badges

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.