Job Description

The Administration and Clerical Officer will act as a key point of contact for relevant CMAT team members and will provide comprehensive administrative and secretarial support to the CMAT Service. This includes responsibility for maintaining records both manually and on a computerised system and demonstrate the ability to handle sensitive and confidential patient information i.e. clinical letters, investigations and results.



The role may involve providing cover in the event of other administrative staff being absent.



The role may involve travelling to and working across other hospital sites in support of service delivery.



Able to consider both part-time and full-time working.



Provide an administrative/secretarial service to the clinical staff within the service which will include audio typing transcription of clinical information.



Responsible for the ordering of stationery and supplies using the Oracle system.



Ensure patient notes are kept up to date and relevant correspondence filed and available for outpatient clinics.



Be the first point of contact via the telephone for queries, using initiative, and judgement on necessary action to be taken, and dealing sensitively with distressed/angry callers.



Liaise in a professional manner with patients, relatives, carers, colleagues, clinicians, GP's and other professionals.



Notify relevant departments of changes to CMATS clinic lists and if necessary take an active part in reallocation of clinics in conjunction with colleagues.



Manage time effectively to ensure that work is completed within timescales.



Plan day to day working using initiative to prioritise workload/amend work planning to meet service requirements.



Process incoming and outgoing correspondence for the service, ensuring urgent action is taken where appropriate, i.e. abnormal investigation results, urgent referrals.



Competent use of computer systems for entering and retrieving patient information.



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



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 04/11/2025.