Senior Departmental Administrator Cardio-Respiratory

This role will provide comprehensive administrative support for the cardio-respiratory diagnostic department.

This includes the scheduling of appointments and procedures, calculating and presenting activity and waiting list information, and dealing with a range of queries.

Main duties of the job

This is a varied and rewarding administrative role within a busy cardio-respiratory diagnostic department. You'll play a key part in supporting clinical teams by coordinating appointments and procedures, maintaining accurate records of departmental activity, and helping ensure a smooth patient journey.

Your responsibilities will include managing filing systems for operational and strategic documents, retrieving medical notes, and carrying out general office duties such as photocopying and document handling.

You'll be the first point of contact for incoming telephone calls, handling enquiries with professionalism and care, and processing both physical and electronic correspondence. Strong IT skills are essential, as you'll be responsible for word processing, maintaining Excel spreadsheets, updating audit databases, and producing clear, accurate letters and diagnostic results. This role requires excellent organisational skills, attention to detail, and a proactive, team-focused approach.

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); 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 02/12/2025

Person Specification Qualifications and Knowledge

• General standard of education; 5 GCSE's or equivalent.
• Level 3 qualification e.g. A Levels/ NVQ 3 qualifications specific to administrative and secretarial role.
• Willing to undergo departmental training and improve knowledge and skills through further training.
• Knowledge of cardiac and respiratory diagnostic procedures

Experience

• Previous experience of working in an administrative / office environment.
• Experience in minute taking and organising meetings and events
• Computer literate and proficient in using Microsoft Office suite (Word, Excel, Power Point and Outlook) including use of internet search engines
• Experience of data entry and maintaining spreadsheets.
• Experience of dealing with public, health care professionals and health board staff at all levels.
• Experience of working within a team environment.
• Experience of working within NHS
• Experience of managing equipment or resources required for services.

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.

£25,313 to £26,999 a yearper annum pro rata