We are looking for an organised and motivated Senior Medical Secretary, to provide high‑quality secretarial and administrative support to Consultants and senior managerial staff. This is a key role within the service, ensuring the smooth and efficient delivery of clinical administration through accurate typing, audio transcription, and the maintenance of patient records across both electronic and manual systems. You will routinely handle sensitive and confidential information, including clinical correspondence, diagnostic reports and investigation results, requiring discretion, accuracy and professionalism at all times.
The ideal candidate will demonstrate excellent communication, time‑management and organisational skills, enabling them to manage competing demands and meet strict deadlines. The postholder will work autonomously within defined parameters, with minimal day‑to‑day supervision, and will play an important part in maintaining continuity of service delivery. Flexibility is essential, as the role may occasionally involve providing cover at other sites to ensure consistent support across the service.
Main duties of the job
This key role provides essential secretarial and administrative support to Consultants, clinicians and senior staff, helping to ensure the smooth day‑to‑day running of the service. Duties include audio and general typing, processing correspondence, managing clinical diaries, supporting MDT meetings, and maintaining accurate patient and diagnostic records across electronic and manual systems in line with confidentiality and data protection standards.
As a main point of contact, you will communicate professionally and sensitively with patients, colleagues, GPs and external agencies, using judgement and initiative to prioritise enquiries and respond appropriately, including in challenging or distressing situations. The role requires strong organisational skills to manage workload effectively, meet service demands and contribute to service improvement activities, making it ideal for an experienced administrator who thrives in a busy clinical environment.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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); 99 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 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 21st May 2026
Person Specification
Qualifications and Knowledge
* Level 3 qualification (e.g. A Levels, AS Levels, NVQ3) or equivalent demonstrable experience of administrative / office skills and knowledge
* Experience of a full range of duties working in an administrative / office environment
* Knowledge of Medical / Healthcare Terminology
* Secretarial training
Experience
* Experience of working in an administrative / office environment
* Familiar and competent with Microsoft IT packages, especially Word, Excel and PowerPoint
* Experience of setting up spreadsheets, databases
* Familiar and confident using email and searching the internet
* Experience of working in a multidisciplinary team.
Other
* Flexible approach to needs of the service
* 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.
£28,819 to £31,626 a year (pro rata if part time)
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