Administrative Officer - Primary Care

Employer heading

Administrative Officer - Primary Care

Band 3

Our Hywel Dda values reflect who we are and how we behave. We continuously work together to be the best we can be as we strive to develop and deliver excellent services, putting people at the heart of everything we do.

Throughout our recruitment process you will be asked to think about how you would demonstrate these values in the way that you work with us.

If you are registered Health Care professional considering relocating to the Hywel Dda area in West Wales please don’t hesitate to contact our recruitment campaigns team directly via

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Hywel Dda University Health Board reserve the right to close vacancies after 24 hours if a large number of suitable applications are received.

We encourage early applications to ensure consideration for a post.

Job overview

This is a fixed term / secondment post until 31 / 03 / 2025.

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.

The Primary Care team is looking to recruit an Administrative Officer to join its central business support team to provide comprehensive administrative support to the Primary Care Team, Hywel Dda Health Board Managed Practices (Including clinical systems such as Vision and Emis) and the wider Service.

We are looking for individuals who are enthusiastic and motivated to support the Primary Care team in its role of providing efficient, effective and safe Primary Care services through working with GP Practices, community pharmacies, dental practices, optometric practices and other stakeholders.

The role will provide an excellent insight into the delivery of Primary Care services, including in our Managed Practices.

You’ll be supporting the wider team by organising meetings, taking minutes of formal meetings, notes summarising and clinical coding, acting as the first point of contact for any queries (, by phone, email or in person), liaising with other Primary Care colleagues, entering of data and organising training events.

Main duties of the job

The role requires applicants to have a flexible approach to the needs of the service. A key aspect of this role is to effectively support formal meetings through taking formal minutes, action notes and to have attention to detail when entering data and maintaining spreadsheets and clinical systems.

To provide administrative support to the Primary Care Team and the wider Service.

To organise routine and ad-hoc meetings.

A key part of the role is to take formal minutes.

To monitor, manage and respond to any queries received from either the generic inbox, phone or any in-person request.

To work within established work procedures and operational policies.

To process Primary Care contractor claims for payment within specified deadlines.

To produce and assist in the production of reports.

To verify and process invoices.

To extract data and maintain data sources.

To organise, attend and support training and events.

To undertake general offices duties; photocopying, filing etc.

To undertake notes summarising and clinical coding in general practice.

Working for our organisation

Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties.

Our 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales.

We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through :

• Four main hospitals : Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;
• Seven community hospitals : Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion;
• and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;
• 48 general practices (five of which are managed practices), 46 dental practices (including three orthodontic), 98 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;
• Numerous locations providing mental health and learning disabilities services;

Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.

Detailed job description and main responsibilities

We are happy to consider full and part-time applicants. Please contact to discuss further.

This is an exciting opportunity to work for Hywel Dda University Health Board. The opportunity for flexible working as part of a wider supportive team will be considered in line with the requirements of the role.

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 22 / 03 / 2024.

Person specification

Experience

Essential criteria

• Experience of working in an administrative / office environment
• Familiar and competent with Microsoft IT packages, especially Work, Excel and Powerpoint.
• Familiar and confident using email and searching the internet.

Desirable criteria

Experience of working in a multidisciplinary team.

Qualifications and Knowledge

Essential criteria

Level 3 qualification ( A levels, AS Levels, NVQ3) or equivalent demonstrable experience of administrative / office skills and knowledge.

Language Skills

Desirable criteria

• Welsh Speaker (Level 1)