This post is a Fixed Term/ Secondment until 30.09.26. 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.
This is an exciting opportunity to join the Trauma & Orthopaedics Team at Glangwili General Hospital as a Full-Time Band 4 Medical Secretary. The postholder will act as Personal Assistant to the department Consultant(s) and will provide comprehensive secretarial and administrative support to the Consultant and designated medical staff and their team.
The postholder will be responsible for typing, maintaining records both manually and on the computer system. They will demonstrate the ability to handle sensitive and confidential patient information. i.e. clinical letters, investigations and results. The postholder will act as the first point of contact for all forms of communication for the respective teams from patients, family and hospital staff.
Working 37.5 hours per week, the successful candidate will be required to support the delivery of a comprehensive and quality secretarial service to the Consultants and their teams.
Main duties of the job
The postholder will undertake a wide-range of duties including:
Provide medical secretarial service to the clinical staff within the service which will include audio typing transcription of clinical information
Be responsible for accurate filing, both physically and electronically, of patient information in a timely manner
Liaise in a professional manner with patients, relatives, carers, colleagues, clinicians, GP's and other professionals
Notify relevant departments of changes to Outpatient clinic lists and if necessary take an active part in reallocation of clinics in conjunction with colleagues
Manage time effectively to ensure that work is completed within timescales
Planning day to day working using initiative to prioritise workload/amend work planning to meet service requirements
Process incoming and outgoing correspondence for the service, ensuring urgent action is taken where appropriate.
Responsible for the ordering of stationery and supplies using the Oracle system
Competent use of computer systems for entering and retrieving patient information
Undertake any other duties as appropriate to the nature and grade of the post
Experience of Microsoft Word, Excel, Power Point, E-Mail, with proven secretarial skills (including audio typing skills), experience of medical terminology is essential
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
* Five community hospitals: Amman Valley and Llandovery hospitals in Carmarthenshire; Tregaron Hospital in Ceredigion; 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); 97 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
* Numerous mental health and learning disabilities services
Job responsibilities
You will be able to find a full job description and person specification attached within the supporting documents.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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 01/09/2025
Person Specification
Qualifications & Knowledge
* RSA 2/3 or demonstrable experience in Word Processing and Audio Transcription
* 5 GCSEs or equivalent
* Medical Terminology
* Medical Terminology qualification
* AMSPAR Diploma
Experience
* Previous Medical secretarial experience
* Working knowledge of patient database system
* NHS experience
Language Skills
* 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.
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