About this role
Job summary The successful candidate will provide comprehensive day-to-day administrative support to the Pharmacy Team at Glangwili General Hospital. The post holder will play a key role in ensuring the efficient operation of pharmacy services by undertaking a range of administrative duties, maintaining accurate records, coordinating communications, and supporting the wider multidisciplinary team. The role requires excellent organisational and communication skills, a high level of accuracy and attention to detail, and the ability to work independently and as part of a team within a busy healthcare environment. The post holder will be expected to demonstrate professionalism, flexibility, and a commitment to delivering a high standard of service at all times.
Main duties of the job
The post holder will provide high-quality administrative support to the Pharmacy Department at Glangwili General Hospital, contributing to the effective and efficient delivery of pharmacy services. Key responsibilities will include:
Providing comprehensive administrative support to pharmacy managers and the wider pharmacy team. Maintaining accurate and up-to-date records, databases, and filing systems in accordance with local policies and procedures. Coordinating and responding to telephone calls, emails, and other correspondence in a professional and timely manner. Arranging meetings, preparing agendas, taking minutes, and distributing relevant documentation as required. Supporting the organisation and monitoring of pharmacy workforce information, training records, and departmental activities. Assisting with the preparation of reports, presentations, and other administrative documents. Liaising effectively with pharmacy staff, multidisciplinary teams, patients, and external organisations to support service delivery. Managing confidential information appropriately and ensuring compliance with data protection and information governance requirements. Supporting the administration of recruitment, induction, training, and other workforce-related processes as required. Undertaking general office duties, including ordering supplies, maintaining stock levels of office materials, and ensuring administrative systems operate efficiently.
About us
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
Job description Job 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 21/09/2026
Person Specification
Qualifications and Knowledge Essential
Level 3 Qualification (e.g. A Level, AS Levels, NVQ3) or equivalent Knowledge of specialist NHS/ Organisational terminology Evidenced experience of a full range of duties working in an administrative / office environment
Desirable
Secretarial training Educated to diploma level
Experience Essential
Experience of working as a Personal Assistant to a Senior Manager, (or demonstrable transferrable skill set) including: ? Prioritisation of work streams and delivery to challenging deadlines ? Effective and efficient electronic diary/inbox management (Outlook) ? Handling various telephone enquiries ? Organise and support various meetings and events ? Audio and copy typing, taking and transcribing dictation ? producing clear and accurate documents ? Receiving visitors in a friendly and efficient manner ? Taking and producing accurate minutes ? Interpreting and collation of data into a standard format ? Recording budget information ? Searching, identifying and downloading appropriate information from the internet. ? Retrieving information from available sources ? Managing/maintaining a file system both electronic and hard files ? Managing and developing office systems ? Experience of arranging meetings at various locations ? Preparing presentation material ? Proof reading skills ? Handling highly confidential and sometimes contentious / sensitive information. ? Understanding of the NHS. Experience of working in a busy complex environment Experience of using Microsoft Office packages (including MS Teams)
Desirable
Experience of working in a large complex organisation.
Language Skills Desirable
Welsh Speaker (Level 1)
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Hywel Dda University Health Board
Address Glangwili General Hospital
Dolgwili Road
Carmarthen
SA31 2AF
United Kingdom
Employer's website https://hduhb.nhs.wales/ (Opens in a new tab)