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Job summary

Main area
Secretary
Grade
Band 3
Contract
22 months (Fixed Term/Secondment until 31/03/2027)
Hours
Part time - 22.5 hours per week (Monday-Friday)
Job ref
100-AC113-0425
Employer
Hywel Dda University Health Board
Employer type
NHS
Site
Bronglais General Hospital
Town
Aberystwyth
Salary
£24,625 - £26,060 per annum, pro rata
Salary period
Yearly
Closing
16/04/2025 23:59
Interview date
24/04/2025

Employer heading

Hywel Dda University Health Board logo

Clinical Secretary

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 Jobs), LinkedIn or on Twitter @SwyddiHDdaJobs

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.


Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.

This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed.

Job overview

This is a fixed term/secondment post until 31/03/2027.  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.

A new job opportunity has arisen for a Clinical Secretary to join our Medical Secretary Team.

This post is for 22.5 hours a week. 

You will be responsible for typing clinic reports, booking appointments answering telephone queries, chasing test results, pulling medical records and liaising with other professionals . You will be required to have excellent communication skills and have experience in both clerical and administration duties. You will need to be able to work in a calm, logical and methodical way but be able to multi-task whilst dealing with frequent interruptions.  Experience of working within a healthcare setting would be an advantage.

Main duties of the job

To support the department in providing a comprehensive secretarial and administrative support service to the clinical staff within the Service. 

The post holder 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. 

Provide cover in the event of the medical secretary being absent.

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

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,  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.

Detailed job description and main 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  24/04/2025.

Person specification

Qualifications and Knowledge

Essential criteria
  • Level 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 criteria
  • NVQ Level II Administration

Experience

Essential criteria
  • Previous secretarial and/or administration experience
  • Health Service experience – familiar with the use of medical terms.

Lanuage Skills

Desirable criteria
  • Welsh Speaker (Level 1)

Employer certification / accreditation badges

Veteran AwareNo smoking policyCymraegMindful employer.  Being positive about mental health.Disability confident employerCarer Confident -Accomplished - WelshStep into healthCarer Confident -AccomplishedDefence Employer Recognition Scheme (ERS) - GoldCore principlesStonewall 2023 Bronze

Applicant requirements

Welsh language skills are desirable

Documents to download

Apply online now

Further details / informal visits contact

Name
Sam Strickleton
Job title
Medical Secretary Co-ordinator
Email address
[email protected]
Telephone number
07974867577
Additional information

Claire Davies  - Hospital Services Manager 

[email protected]

01970 635409

 

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