Administrative Officer

Job description

Job summary

We are pleased to offer the opportunity for an Administrative Officer to join our Same Day Urgent Care and Community Outreach services.

This is a varied, patient-facing role at the heart of a busy multidisciplinary service. You will often be the first point of contact for patients, relatives and professionals and will play an important part in ensuring people feel welcomed, reassured and supported from the moment they access our service.

Working alongside our clinical and administrative teams, you will help coordinate the smooth flow of patients through Same Day Urgent Care and support the delivery of our wider community services.

We are looking for an organised, approachable and compassionate individual with excellent communication skills, the ability to prioritise workload and to self motivate.

You will join a supportive and developing team delivering innovative urgent and community care closer to home, where high-quality administration is recognised as an essential part of excellent patient care.

Main duties of the job

The post holder will provide administrative and patient-facing support to the Same Day Urgent Care and Community Outreach services.

You will welcome patients to the department, register and admit them accurately onto relevant clinical and administrative systems and maintain patient tracking information. You will ensure the clinical team is aware of patient arrivals and help patients remain comfortable and informed while waiting, escalating any concerns regarding their wellbeing promptly to an appropriate clinician.

You will act as a first point of contact for telephone, email and face-to-face enquiries from patients, relatives, healthcare professionals and partner services, ensuring information is communicated accurately and promptly.

The role also includes processing referrals, maintaining patient records, filing and scanning documentation, monitoring shared communication systems and providing general administrative support to the multidisciplinary team.

You will need to prioritise effectively, maintain confidentiality and respond flexibly to the changing demands of a busy clinical service.

About us

Hywel Dda University Health Board plans and provides NHS healthcare services for people living in Carmarthenshire, Ceredigion, Pembrokeshire, and bordering counties.

We have over 13,000 staff and together we provide primary, community, in-hospital, mental health and learning disabilities services.

We work in partnership with the three local authorities, as well as public, private and third sector colleagues, including our valued team of volunteers.

Our services are provided in:

• Four main hospitals: Bronglais Hospital in Aberystwyth; Glangwili Hospital in Carmarthen; Prince Philip Hospital in Llanelli; and Withybush Hospital in Haverfordwest
• Four community hospitals: Amman Valley and Llandovery hospitals in Carmarthenshire; and Tenby and South Pembrokeshire hospitals in Pembrokeshire
• Two integrated care centres: Aberaeron and Cardigan in Ceredigion, and several other community settings
• 47 general practices (six of which are health board managed practices); dental practices (including four orthodontic); 99 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
• Numerous mental health and learning disabilities services

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 isdesirablefor 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 22/09/2026

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 isdesirablefor 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 22/09/2026

Person Specification

Qualifications and Knowledge

Essential

• Level 3 qualification (e.g. A levels, AS Levels, NVQ3) or equivalent demonstrable experience of administrative / office skills and knowledge

Desirable

• Knowledge of Medical/Healthcare Terminology

Experience

Essential

• Experience of working in an administrative / office environment
• Familiar and competent with Microsoft IT packages, especially Word, Excel and Powerpoint
• Familiar and confident using email and searching the internet

Desirable

• Experience of working in a multidisciplinary team

Other

Essential

• Flexible approach to needs of the service

Desirable

• Welsh Speaker (Level 1)

Person Specification
Qualifications and Knowledge

Essential

• Level 3 qualification (e.g. A levels, AS Levels, NVQ3) or equivalent demonstrable experience of administrative / office skills and knowledge

Desirable

• Knowledge of Medical/Healthcare Terminology

Experience

Essential

• Experience of working in an administrative / office environment
• Familiar and competent with Microsoft IT packages, especially Word, Excel and Powerpoint
• Familiar and confident using email and searching the internet

Desirable

• Experience of working in a multidisciplinary team

Other

Essential

• Flexible approach to needs of the service

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 .

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. .

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 .

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. .

Employer details

Employer name

Hywel Dda University Health Board
Address

Cardigan Integrated Care Centre

Cardigan

SA43 1JX

United Kingdom

Employer's website