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Job summary

Main area
Administration
Grade
Band 3
Contract
Permanent
Hours
  • Full time
  • Job share
37.5 hours per week
Job ref
100-AC260-1224
Employer
Hywel Dda University Health Board
Employer type
NHS
Site
Gorwelion
Town
Aberystwyth
Salary
£24,433 - £26,060 per annum (pro rata if part time)
Salary period
Yearly
Closing
30/12/2024 23:59
Interview date
07/01/2025

Employer heading

Hywel Dda University Health Board logo

Secretary/Support Secretary (MH & LD)

Band 3

Our Hywel Dda values reflect who we are and how we behave. We continuously work together to be the best we can be as we strive to develop and deliver excellent services, putting people at the heart of everything we do. Throughout our recruitment process you will be asked to think about how you would demonstrate these values in the way that you work with us.

If you are registered Health Care professional considering relocating to the Hywel Dda area in West Wales please don’t hesitate to contact our recruitment campaigns team directly via [email protected]

To keep up to date with our latest recruitment activity follow us on Facebook (Swyddi Hywel Dda ¹û¶³´«Ã½APP), LinkedIn or on Twitter @SwyddiHDda¹û¶³´«Ã½APP

The salary scale above has been agreed as part of the NHS Agenda for Change pay award for 2024/2025 and will be implemented in November 2024 backdated to 1st April 2024 where applicable.Ìý

Hywel Dda University Health Board reserve the right to close vacancies after 24 hours if a large number of suitable applications are received. We encourage early applications to ensure consideration for a post.


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Job overview

This is an exciting opportunity for a Band 3 Support Secretary for Ceredigion.

We are looking for aÌýperson with a pleasant dispositionÌýwith excellent interpersonal skills, strong organisation abilities and a desire to support our team and our leaders in everything we do. Ìý

Experience of a wide range of IT systems including Microsoft Word, Excel, Power Point, and E-Mail, coupled with proven administrative skills and previous experience is essential.Ìý

If you are interested in this role, please contact Bronwyn Coltman for further information.

Main duties of the job

The post holder will be required to undertake a wide range of duties including receipt and distribution of mail, first point of contact for the service, operate a patient administration system (WPAS) and Care Partner.

The successful candidate will also be required to process referrals and maintain an accurate database.Ìý They will be expected to demonstrate excellent organisation skills and be flexible and 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.

They will demonstrate the ability to operate within strict boundaries of confidentiality at all times.

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 being absent.Ìý

The role will involve travelling to and working across other sites within the Directorate in support of service delivery.

In line with the Transformation of Mental Health Services, the successful candidate may be required to provide administrative support for the delivery of a 7-day service in the future.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

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Working for our organisation

Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 12,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services to almost 400,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest.
Five community hospitals: Amman Valley Hospital and Llandovery Hospital in Carmarthenshire, ÌýTregaron Hospital in Ceredigion and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire.
Two integrated care centres (Aberaeron and Cardigan, Ceredigion).
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Community facilities, including:

48 General Practices (GP surgeries), 49 Dental Practices, 98 Community Pharmacies (chemists), 44 General Ophthalmic Practices (including eye health and low vision services), 38 sites providing mental health and learning disability services, care within your own homes
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.

Detailed job description and main responsibilities

You will be able to find a full job description and person specification attached within the supporting documents.Ìý

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.Ìý

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.Ìý

Interviews will be held on 07/01/2025.

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Person specification

Qualifications and knowledge

Essential criteria
  • NVQ II or equivalent demonstrable experience of administrative/office skills and knowledge PLUS the additional experience of working in an administrative/office environment OR NVQ III or equivalent demonstrable experience of administrative/office skills and knowledge
Desirable criteria
  • ECDL or equivalent experience
  • Secretarial training along with experience of Audio Transcription

Experience

Essential criteria
  • Familiar and competent with Microsoft IT packages, especially Word, Excel and PowerPoint
  • Familiar and confident using email and searching the internet
  • Experience of maintaining spreadsheets and databases
  • Experience of working in a busy complex environment
Desirable criteria
  • Experience of working within the NHS
  • Understanding of or experience of working within Mental Health and/or Learning Disabilities

Language Skills

Desirable criteria
  • Welsh Speaker (Level 1)

Employer certification / accreditation badges

Veteran AwareCymraegCarer Confident -Accomplished - WelshCarer Confident -AccomplishedStonewall 2023 Bronze

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Welsh language skills are desirable

Documents to download

Further details / informal visits contact

Name
Bronwyn Coltman
Job title
Administration Manager
Email address
[email protected]