Job Description

An exciting opportunity has arisen for an enthusiastic and experienced individual to join the Administration Team in the role of Team Secretary/ Administrator for Llys Steffan, Lampeter.
Experience of a range of IT systems including Microsoft Word, Excel Management, Data Collection, Power Point, and E-Mail, coupled with proven secretarial skills and previous experience is essential.
Main duties of the job
The post holder will be required to undertake a wide range of duties including being the first point of contact for the service, operating our patient administration systems, (WPAS) and Care Partner, and the receipt and distribution of mail.
The successful candidate will also be required to process referrals and maintain an accurate database. They will be expected to demonstrate excellent organisation skills and be flexible/adaptable in their approach to work. They must be able to work on their own initiative, use tact and diplomacy where appropriate and possess excellent communication skills.
The successful candidate will be required to support the delivery of a quality comprehensive service to the team and provide cover in the event of administrative staff absences.
The role may also involve travelling to and working across other sites within the Directorate in support of service delivery.
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:
o Four main hospitals: Bronglais Hospital in Aberystwyth; Glangwili Hospital in Carmarthen; Prince Philip Hospital in Llanelli; and Withybush Hospital in Haverfordwesto Five community hospitals: Amman Valley and Llandovery hospitals in Carmarthenshire; Tregaron Hospital in Ceredigion; and Tenby and South Pembrokeshire hospitals in Pembrokeshireo Two integrated care centres: Aberaeron and Cardigan in Ceredigion, and several other community settingso 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 providerso Numerous mental health and learning disabilities services
Details
Date posted
29 August 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
25,313 to 26,999 a year per annum (pro rata if part time)
Contract
Permanent
Working pattern
Part-time, Job share
Reference number
100-AC257-0825
Job locations
Llys Steffan
Temple Terrace
Lampeter
SA48 7BJ
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 24/09/2025 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.
Interview will be held on 24/09/2025
Person Specification
Qualifications and knowledge
Essential

• RSA/NVQ 3 qualification or equivalent demonstrable experience

Desirable

• ECDL/GCSE or above qualification in ICT
• 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

Language Skills
Desirable

• Welsh Speaker (Level 1)

Person Specification
Qualifications and knowledge
Essential

• RSA/NVQ 3 qualification or equivalent demonstrable experience

Desirable

• ECDL/GCSE or above qualification in ICT
• 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

Language Skills
Desirable

• Welsh Speaker (Level 1)

Skills Required