About this role
Job summary Are you an organised, proactive, and compassionate individual who wants to make a real difference? The Dementia Wellbeing Service is looking for a dedicated Team Secretary to play a key role in supporting the delivery of high-quality, person-centred care. In this role, you'll provide essential administrative and secretarial support, working both independently and collaboratively to keep the service running smoothly. You'll be the first point of contact for referrals, playing a key role in coordinating daily and weekly activities and ensuring processes are managed efficiently. Attention to detail is vital--you'll maintain accurate, high-quality records using both manual and digital systems, helping to keep information timely and accessible. Flexibility is important, as you may occasionally provide cover or work across local sites to support service delivery.
Main duties of the job
In this Band 3 Team Secretary role, you will be responsible for managing clinical correspondence, maintaining accurate patient records, arranging appointments and meetings, and supporting the coordination of team services. You will act as a first point of contact for patients, families, and partner services, ensuring that all enquiries are handled sensitively, professionally, and in line with confidentiality requirements.
This is an excellent opportunity for someone with strong communication and organisational skills, who is committed to supporting the Dementia Wellbeing Team. You will play an essential role in helping the team deliver timely assessments and compassionate care to our local community.
The ability to speak Welsh is desirable for this post; English and/or Welsh 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.
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 08/06/2026
Person Specification
Qualifications and knowledge Essential
RSA/NVQ 3 qualification or equivalent demonstrable experience
Desirable
Knowledge of clinical/medical terminology
Experience Essential
Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, MS Teams, Desktop Publishing and E-mail] Experience of working in an administrative role within a busy office environment Experience of producing and maintaining spreadsheets & databases Experience of taking and transcribing minutes of meetings Experience of working in a multidisciplinary team
Desirable
Experience of patient administration systems Experience with working with TPro. Familiar and confident using e-mail and searching the internet Understanding of/ or experience of working within Mental Health and/ or Learning Disabilities
Other Essential
Flexible approach to support service needs Willingness to travel across Health Board locations in a timely manner
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 St Brides, Hafan Derwen, St Davids Park
Jobs Well Road
Carmarthen
SA31 3BB
United Kingdom
Employer's website https://hduhb.nhs.wales/ (Opens in a new tab)