About this role
Job summary 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.
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 or please click Apply now to view in Trac.
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 04.06.2026
Person Specification
Qualifications & Experience Essential
Level 3 qualification (e.g. A Levels, AS Levels, NVQ3) or equivalent demonstrable experience of administrative / office skills and knowledge
Desirable
RSA level 3 in typing/word processing
Experience Essential
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
Experience of working in a multidisciplinary team.
Other Essential
Flexible approach to needs of the service
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
Employer's website https://hduhb.nhs.wales/ (Opens in a new tab)