Administrative Assistant

This post is for a permanent Band 3 Administrative Assistant for the Out of Hours Service. This post available is Full-Time (37.5 hours), however, job share would be considered.

The post holder will provide a comprehensive range of administrative and support duties in respect of the Hywel Dda Health Board Out of Hours Service.

They will assist the Management Team with rota management using the Rota Master system, sickness monitoring, ordering supplies on Oracle.

The post holder will be based at Withybush General Hospital, however, they must be able to travel throughout the Health Board area. Working hours will be Monday to Friday 9am - 5pm.

Duties will include: -

Organise meetings and take minutes when required.

Maintain up to date records of the staff and absence returns, annual leave, sickness records and monthly attendance sheets, ensuring that returns are made to Payroll as required on a regular basis.

Responsible for carrying out administration and clerical tasks as required by the service. This may include photocopying, receiving/sending faxes and emails, answering telephones, storing and retrieving information preparing papers and organising diaries/ conference calls etc.

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 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 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;
• Seven community hospitals: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;
• 48 general practices (four of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;
• Numerous locations providing mental health and learning disabilities services;
• Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales

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 25/04/23