This post is a Fixed Term/ Secondment until 20.11.2026. 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.
Applications are invited from efficient and suitably qualified individuals for the post of a Clinical Secretary within the Women & Children's Directorate based in Teilo Ward, Glangwili Hospital, Dolgwili Road, Carmarthen. This is a fixed term post for 12 months to cover maternity leave.
Working 37.5 hours per week, the successful candidate will be required to support the delivery of a comprehensive and quality secretarial service to Consultants and their staff, as well as supporting the team.
You will undertake audio transcription and the typing of highly sensitive letters and reports, maintaining confidentiality at all times, in addition to operation of the Health Board's patient database system.
Experience of Microsoft Word, Excel, and E-Mail, coupled with proven secretarial skills and previous experience of medical terminology would be required. You will support the department medical secretaries in providing a comprehensive secretarial and administrative support service to the clinical staff within the Service.
Main duties of the job
The post holder 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. They will also be required to provide cover in the event of any medical secretary being absent.
The post holder will also:
* Provide a secretarial service to the clinical staff within the service which will include audio typing transcription of clinical letters and information.
* Be responsible for accurate filing, both physically and electronically, of patient information in a timely manner.
* Be a 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.
* Notify relevant departments of changes to Outpatients clinic lists and if necessary take an active part in reallocation of clinics in conjunction with colleagues.
The role may involve travelling and working at alternative Health Board localities should the need arise in order to ensure continuous support to service delivery.
The ability to speak Welsh is desirable for this post; English and/or Welsh 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); 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 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 17/11/2025.
Person Specification
Qualifications and Knowledge
* Level 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
Experience
* Previous secretarial and/or administration experience.
* Health Service experience - familiar with the use of medical terms.
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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