Job summary This post is a Fixed Term/ Secondment until 1.03.2026.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. To support the Practice in providing a comprehensive administrative support service to the clinical staff within the Service. The postholder will be responsible 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. Process incoming and outgoing correspondence for the service, ensuring urgent action is taken where appropriate, i.e. abnormal investigation results, urgent referrals. Main duties of the job Responsible for typing and sending of referrals within the practice when requested to do so by appropriate clinicians. Either by means of hand written, typed within a patient consultation and transfer to an official referral or by electronic dictation. Responsible for the read coding of medical information from clinical and electronic correspondence on to patient notes for which advanced keyboard skills and accuracy will be required. Manage the non NHS work ensuring that this is completed in line with GDPR regulations. Assist with other clerical tasks as required such as the scanning of documentation onto patient records and allocation to clinicians for action. 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. 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. 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 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, Tregaron 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). 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. Date posted 26 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,433 to £26,060 a year per annum pro rata Contract Fixed term Duration 12 months Working pattern Part-time Reference number 100-AC060-0225 Job locations Neyland and Johnston Medical Centres St Clements Surgery Neyland SA73 1SH 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 20/03/2025 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 20/03/2025 Person Specification Qualifications and knowledge Essential RSA Stage 3, or equivalent level of competency in Word Processing and Audio Transcription Knowledge of a range of secretarial procedures Knowledge of software programmes - e.g. Microsoft packages, e-mail Internet and databases 5 GCSEs or equivalent Proof of appropriate Continuous Professional Development Desirable NVQ Level II Administration ECDL Working towards a medical terminology qualification Familiar with Practice clinical systems eg Vision, WCEG Experience Essential Previous secretarial and/or administration experience Health Service or GP Practice experience - familiar with the use of medical terms Circumstances Essential Good organisation skills Flexible approach to needs of the service Language skills Desirable Welsh speaker ( Level 1 ) Person Specification Qualifications and knowledge Essential RSA Stage 3, or equivalent level of competency in Word Processing and Audio Transcription Knowledge of a range of secretarial procedures Knowledge of software programmes - e.g. Microsoft packages, e-mail Internet and databases 5 GCSEs or equivalent Proof of appropriate Continuous Professional Development Desirable NVQ Level II Administration ECDL Working towards a medical terminology qualification Familiar with Practice clinical systems eg Vision, WCEG Experience Essential Previous secretarial and/or administration experience Health Service or GP Practice experience - familiar with the use of medical terms Circumstances Essential Good organisation skills Flexible approach to needs of the service Language skills Desirable Welsh speaker ( Level 1 ) 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). Additional information 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 Neyland and Johnston Medical Centres St Clements Surgery Neyland SA73 1SH Employer's website https://hduhb.nhs.wales/ (Opens in a new tab)