About this role
Job summary
This post is a Fixed Term/ Secondment until 31/07/2027. If you are a Hywel Dda University Health Board employee and are applying for this post as a secondment, agreement for the secondment is needed from your current manager prior to application.
For this role, your application will be shortlisted and marked against the Qualifications, Experience and Other elements of the Person Specification within the Job Description.Please note that we Hywel Dda Health Board seek Welsh Language Skills (Level 1) for this post.
The post holder will provide professional, efficient and effective administrative support to the Guardian to enable the Health Board/Trust to comply with the 2026 Terms and Conditions for Resident Doctors in relation to exception reporting.
This is a varied administrative role supporting the Guardian in managing exception reporting for Resident Doctors. You will play an important part in helping the Health Board/Trust meet national Terms and Conditions, while also supporting staff wellbeing and patient safety. The role offers a mix of independent working and collaboration, where you'll communicate with a wide range of colleagues and help ensure processes run smoothly and efficiently.
Main duties of the job
In this role, you will monitor exception reports on a daily basis, ensuring they are reviewed within set timeframes and escalating any urgent safety concerns where necessary. You will analyse data to identify trends and support the development of action plans to address areas of concern. Acting as a key point of contact, you will respond to queries from Resident Doctors and other staff, providing guidance and ensuring clear and professional communication at all times.
You will also help coordinate payments linked to exception reporting, maintain accurate records (including financial tracking), and support training sessions and meetings. Additionally, you will manage system access, maintain databases, produce reports, and ensure all information is handled securely and in line with organisational policies.
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); 99 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 03/07/2026
Person Specification
Qualifications and Knowledge Essential
Minimum GCSE grade A - C or equivalent Maths and English NVQ III in Administration Knowledge on MS office suite
Desirable
Knowledge of medical rotas and the terms and conditions for medical staff
Experience Essential
Prior experience of working in an office environment Experience with MS office Knowledge of managing and developing databases Ability to manipulate data to produce reports
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 Hafan Derwen
St Davids Park
Carmarthen
SA31 3BB
United Kingdom
Employer's website https://hduhb.nhs.wales/ (Opens in a new tab)