Job summary An exciting opportunity has arisen for an enthusiastic and experienced individual to join the MH&LD Directorate Admin Services, in the role of Band 4, Medical Secretary within the Community Drug & Alcohol Team. This role will be based in Gorwelion Resource Centre, Aberystwyth and will involve working Monday to Friday 09:00am - 5:00pm. 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 Be the first point of contact for the department / service. Deal with all queries both in person, via the telephone and or e-mail. Liaise where necessary with senior members of team. Process incoming confidential and routine mail and distribute accordingly. Use initiative, discretion and service knowledge to action as necessary. Ensure all outgoing mail is addressed appropriately Maintain clinical diaries, ensuring clinicians are aware of their commitments, adjusting conflicting demands as and when required. Schedule statutory meetings, ensuring appropriate files and other relevant information is available so that meetings are conducted in an efficient and cohesive manner. Filter and respond to requests from other staff, prioritising the demands on the time of the Clinicians / Consultant(s) / Medical Staff. Ensure relevant records and documentation (results, reports, correspondence) are available for clinics and or assessments Use various Health Board approved Software. Process and register departmental / service referrals, liaising with Medical Records as and when required. Ensure patients / service users / clients contact address, personal and GP details are entered on to approved Health Board Patient Administration System(s) and update as and when required. Take responsibility for departmental and own filing. Ensuring prescriptions are ready using the Vision system, signed by the Consultant/ GP and recorded and filed in the service user file as appropriate 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 13 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,928 to £29,551 a year per annum, (pro rata if part time) Contract Permanent Working pattern Full-time, Job share Reference number 100-AC008-0125 Job locations Gorwelion Resource Centre Llanbadarn Road Aberystwyth SY23 1HB 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 03/02/2025. 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 03/02/2025. Person Specification Qualifications and Knowledge Essential NVQ3/RSAIII or equivalent demonstrable experience of typing Experience of a full range of administrative duties / working in a busy office environment Knowledge of Medical / Healthcare Terminology Desirable Educated to advanced level or equivalent Secretarial training along with experience of Audio Transcription Shorthand ECDL or Equivalent IT Qualifications Experience Essential Experience of working in a busy complex environment Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, desktop publishing and e-mail] Experience of setting up and maintaining spreadsheets, databases Experience of handling verbally aggressive calls Desirable Experience of working within the NHS Experience of Patient Administration Systems Experience of using Vision Language Skills Desirable Welsh Speaker (Level 1) Person Specification Qualifications and Knowledge Essential NVQ3/RSAIII or equivalent demonstrable experience of typing Experience of a full range of administrative duties / working in a busy office environment Knowledge of Medical / Healthcare Terminology Desirable Educated to advanced level or equivalent Secretarial training along with experience of Audio Transcription Shorthand ECDL or Equivalent IT Qualifications Experience Essential Experience of working in a busy complex environment Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, desktop publishing and e-mail] Experience of setting up and maintaining spreadsheets, databases Experience of handling verbally aggressive calls Desirable Experience of working within the NHS Experience of Patient Administration Systems Experience of using Vision 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 Gorwelion Resource Centre Llanbadarn Road Aberystwyth SY23 1HB Employer's website https://hduhb.nhs.wales/ (Opens in a new tab)