Job Description

We have an exciting opportunity for a Administrative Officer to join the Diabetic Services Team at Bronglais Hospital. The successful applicant will provide a comprehensive, high standard secretarial and administrative support to the DSN team.
The post holder will demonstrates a robust understanding of the working arrangements of the local Diabetes Specialist Nurse Service and be able to contribute to forward planning and effective working systems within the service.
Using initiative to support local problem solving, while escalating concerns to the lead as appropriate. they will undertakes all duties to a high standard and seek opportunities to improve efficiency.
Responsible for the organisation, monitoring and actions relating to the DSN clinics at the Hospital, you will receive and deal with telephone, written and e mail communications to and about the service. The post holder will deal with communication matters appropriately, according to local procedures and in liaison with appropriate staff. Other duties will include:
Main duties of the job

• Ensuring the delivery of a full and comprehensive secretarial role within the local diabetes nurse specialist office including routine clinic management (including system for recall), typing - to include clinical letters using audio-typing, appointment invitations, requesting and returning medical case notes, maintaining filing systems and electronic spreadsheets
• Clinic planning, booking of rooms on Bookwise system, identifying and resolving minor issues and escalating concerns or more serious issues as appropriate.
• Maximising clinic attendance by reminding patients of upcoming appointments and backfilling appointment slots which have become available /freed up due to cancellations, if able.
• Ordering of supplies for the Diabetes Office, procurement of supplies for patients using insulin pumps on ORACLE system, maintaining record of PO numbers and expiry dates to ensure effective and safe ordering system in place.
• Maintaining an electronic record of DSN clinical activity and inputting to agreed electronic programme.

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

Details
Date posted
03 September 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
25,313 to 26,999 a year per annum pro rata
Contract
Permanent
Working pattern
Part-time
Reference number
100-AC260-0925
Job locations
Bronglais Hospital
Caradog Road
Aberystwyth
SY23 1ER
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 22.09.2025 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 22.09.2025
Person Specification
Qualifications and Knowledge
Essential

• Level 3 qualification (e.g. A levels, AS Levels, NVQ3) or equivalent demonstrable experience of administrative / office skills and knowledge

Experience
Essential

• Experience of working in an administrative / office environment
• Familiar and competent with Microsoft IT packages, especially Work, Excel and Powerpoint
• Familiar and confident using email and searching the internet

Desirable

• Experience of working in a multidisciplinary team.

Language Skills
Desirable

• Welsh Speaker (Level 1)

Person Specification
Qualifications and Knowledge
Essential

• Level 3 qualification (e.g. A levels, AS Levels, NVQ3) or equivalent demonstrable experience of administrative / office skills and knowledge

Experience
Essential

• Experience of working in an administrative / office environment
• Familiar and competent with Microsoft IT packages, especially Work, Excel and Powerpoint
• Familiar and confident using email and searching the internet

Desirable

• Experience of working in a multidisciplinary team.

Language Skills
Desirable

• Welsh Speaker (Level 1)

Skills Required