Job summary
- Main area
- Medical Secretary
- Grade
- Band 3
- Contract
- 12 months (Fixed term Fixed term /secondment until 01.03.2026)
- Hours
- Part time - 24 hours per week (Ideally 6 hours per day, 4 days a week.)
- Job ref
- 100-AC060-0225
- Employer
- Hywel Dda University Health Board
- Employer type
- NHS
- Site
- Neyland and Johnston Medical Centres
- Town
- Neyland
- Salary
- £24,433 - £26,060 per annum pro rata
- Salary period
- Yearly
- Closing
- 12/03/2025 23:59
- Interview date
- 20/03/2025
Employer heading
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Clinical Secretary/Administrator
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.
Job overview
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.
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 20/03/2025
Person specification
Qualifications and knowledge
Essential criteria
- 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 criteria
- NVQ Level II Administration
- ECDL
- Working towards a medical terminology qualification
- Familiar with Practice clinical systems eg Vision, WCEG
Experience
Essential criteria
- Previous secretarial and/or administration experience
- Health Service or GP Practice experience – familiar with the use of medical terms
Circumstances
Essential criteria
- Good organisation skills
- Flexible approach to needs of the service
Language skills
Desirable criteria
- Welsh speaker ( Level 1 )
Applicant requirements
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- Samantha Philipps-Harries
- Job title
- Assistant Practice Manager
- Email address
- [email protected]
- Telephone number
- 01646 600268
- Additional information
Matt McGivern
Business Manager of General Medical & Provider Services - Primary Care
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