About this role
Job summary
An exciting opportunity has arisen for a motivated and organised individual to join the Single Point of Access (SPOA) Team at Nant y Glyn as a Secretary.
The successful candidate will provide comprehensive administrative and secretarial support to a busy multidisciplinary team, playing a key role in ensuring the smooth and effective operation of the service. You will be responsible for processing referrals, maintaining accurate records, coordinating appointments and meetings, and acting as a first point of contact for service users, carers, healthcare professionals, and partner agencies.
This role requires excellent organisational, communication, and interpersonal skills, together with the ability to prioritise workloads and work effectively under pressure. You will have a keen eye for detail, be proficient in the use of Microsoft Office applications, and demonstrate a commitment to confidentiality and high standards of customer service.
Working as part of a supportive team, you will contribute to the timely coordination of care and help ensure service users receive a responsive and efficient service. This is an excellent opportunity for an experienced administrator who enjoys working in a fast-paced environment and is passionate about supporting the delivery of high-quality mental health services.
Main duties of the job
The successful candidate will be highly organised, motivated, and able to manage a varied workload within a busy environment. They will possess excellent communication and interpersonal skills, enabling them to build effective working relationships with service users, carers, healthcare professionals, and partner agencies. Acting as a key point of contact for the service, the post holder will be required to demonstrate professionalism, discretion, and sensitivity when handling enquiries and confidential information.
The role involves receiving and processing referrals, maintaining accurate electronic patient records, managing waiting lists, and monitoring referral pathways to support timely access to services. The post holder will coordinate appointments, meetings, and clinics, prepare correspondence and reports, and ensure information is recorded and communicated accurately. A strong attention to detail and commitment to data quality are essential to ensure the integrity of patient records and service information.
The SPOA Secretary will work closely with multidisciplinary teams and external agencies, requiring the ability to work collaboratively while also demonstrating initiative and the ability to work independently. The post holder must be proficient in the use of Microsoft Office applications and relevant electronic systems, with strong organisational and time-management skills to effectively prioritise tasks and meet competing deadlines.
About us
If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales . Join our team and get the support you need, in line with our Organisational Values and 'Proud to Lead' competence framework.
Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the "Disability Confident Employer" scheme.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Job description Job responsibilities
The SPOA Secretary will provide a comprehensive, confidential, and efficient administrative and secretarial service to the Single Point of Access (SPOA) Team based at Nant y Glyn. The post holder will support the team in the delivery of a high-quality service by ensuring referrals are processed accurately and in a timely manner, maintaining effective administrative systems, and providing excellent customer service to patients, carers, healthcare professionals, and partner agencies.
The role is pivotal in supporting the management of referrals received from a range of sources, ensuring that all relevant information is recorded, updated, and distributed appropriately. The post holder will be responsible for maintaining electronic patient records and databases, monitoring referral pathways, managing waiting lists, and ensuring compliance with Information Governance and Data Protection requirements.
The SPOA Secretary will act as a first point of contact for telephone and email enquiries, dealing with routine matters independently and escalating complex issues where necessary. The post holder will liaise with multidisciplinary teams, General Practitioners, community services, inpatient units, and external organisations to facilitate effective communication and continuity of care.
The post holder will coordinate appointments, meetings, and clinics, including the preparation and distribution of agendas, minutes, reports, and correspondence. They will be required to maintain accurate filing systems, produce statistical information and reports as requested, and support the collection and monitoring of service performance data.
The role also involves prioritising workloads to meet service demands, supporting operational processes within the team, and contributing to the continuous improvement of administrative systems and procedures. The post holder will work both independently and as part of a wider multidisciplinary team, demonstrating professionalism, discretion, and a commitment to providing a high standard of administrative support that contributes to the effective delivery of patient-centred mental health services.
Person Specification
Qualifications Essential
Meets all essential criteria as per attached job description/person specification
Desirable
Meets all essential criteria as per attached job description/person specification
Experience Essential
Meets all essential criteria as per attached job description/person specification
Desirable
Meets all essential criteria as per attached job description/person specification
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 Betsi Cadwaladr University Health Board
Address Nant Y Glyn
10 Nant Y Glyn Rd
Colwyn Bay
LL29 7PU
United Kingdom
Employer's website https://bcuhb.nhs.wales/train-work-live/ (Opens in a new tab)