Job overview
The post holder will provide comprehensive administrative support to the Service. This includes: providing administrative support,
arranging meetings, coordinating information, preparation of agendas, minute taking, data entry, generation of daily work list for
administration staff and regular routine audits. The post holder will;
1. Communicate and liaise with staff and members of partner organisations.
2. This is a key supporting role in the effective running of the team, which includes the management of resources as part of the core
duties.
3. Adopt a flexible approach when the needs of the service require.
4. Provide support to business and project processes.
5. Produce work to deadlines whilst ensuring compliance with health board policies
6. Provide support to staff within the team/office
7. Provision of records and extracts (manual and electronic) for completion of audits.
8. Provide a diary management service with the ability to resolve conflicting diary appointments and schedules.
9. Make judgements involving straightforward job-related facts or situations, such as choosing and booking appropriate
venues/rooms based on requirements and in line with agreed policies and procedures, resolving conflicting diary appointments
and schedules.
Main duties of the job
We are seeking a highly organised and proactive Administrator to join our Medical Education team at Swansea Bay University Health Board. This key role supports the delivery of education and training for resident doctors, Physician Associates, and Medical Students across Morriston, Singleton, Cefn Coed, and Neath Port Talbot Hospitals. Your base will be confirmed at interview.
You will liaise with internal teams and external partners—including HEIW, Swansea University, and healthcare professionals—to ensure high-quality educational support for learners.
Main duties include:
10. Coordinating inductions, study days, and training programmes
11. Processing study leave and expenses
12. Managing data entry, filing, and diary systems
13. Responding to enquiries and welcoming visitors
14. Supporting PACES and external exams
15. Procuring resources and maintaining the Simulation Room
16. Representing Medical Education at meetings and events
About you:
You’ll have excellent IT, communication, and organisational skills, with the ability to prioritise and work under pressure. A flexible, team-focused approach is essential, along with a commitment to Swansea Bay values and service excellence.
For full details, please refer to the Job Description and Person Specification.
Working for our organisation
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
Detailed job description and main responsibilities
Person specification
Qualifications and Knowledge
Essential criteria
17. Educated to Vocational Level 3 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience
18. Good knowledge of MS Office Suite Awareness of policies and procedures relating to dealing with confidential data, both personal and organisational
19. Thorough understanding of office procedures
Desirable criteria
20. European Computer Driving Licence (ECDL)
Experience
Essential criteria
21. Demonstrate experience in an administrative role requiring the accurate identification and extraction of records
22. Experience of communicating with all levels of professional staff and the public
23. Experience of dealing with confidentiality, sensitive data, appropriate maintenance and storage of records
24. Experience of transcribing and minute taking
25. Working experience of Microsoft Office Suite
Desirable criteria
26. Administering finance systems, e.g. requisitions, budget monitoring
27. Working in an NHS environment
Aptitude and abilities
Essential criteria
28. Adhere to and can demonstrate SBU Values & Behaviours
29. Working knowledge of filing/data systems including record management
30. Ability to work on own initiative and manage own workload
31. Able to manage diaries
32. Advanced keyboard skills
33. Good written and verbal communication skills
34. Good organisational skills Problem solving and fact finding
35. Ability to work within a team and to take direction from senior team members
Desirable criteria
36. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
The salary scale above has been agreed as part of the NHS Agenda for Change pay award for 2025/2026 and will be implemented in August 2025 with arrears backdated to 1st April 2025 where applicable.
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable