Administrative Officer

Job overview

We are looking for a highly organised and professional individual to support the nursing workforce within the Community Paediatrics Service, playing a key role in delivering efficient administrative and secretarial support within a busy department. This is an excellent opportunity for someone who thrives on working independently while maintaining the highest standards of confidentiality and professionalism.

As the first point of contact, you will provide a welcoming and responsive service to both internal and external stakeholders, handling enquiries via phone, email, and face-to-face interaction, and using your judgement to escalate more complex matters where required. You will also contribute to the smooth running of the department and may have the opportunity to support and supervise colleagues, making this a varied and rewarding role for someone who enjoys responsibility and teamwork.

The role provides essential administrative support to enable the effective delivery of high‑quality care to children and families, working closely with nurses and the wider multidisciplinary team.

Main duties of the job

The post holder will provide comprehensive administrative support to the team, ensuring the effective day-to-day running of the service. Key duties include:

• Providing an efficient and professional administrative service to nursing staff, including organising and arranging appointments.
• Audio typing and transcription of clinical letters and related clinical information.
• Maintaining accurate and timely filing of patient records, both paper-based and electronic, in line with information governance requirements.
• Acting as a first point of contact via telephone, using initiative and good judgement to respond appropriately to queries and taking necessary action, while dealing sensitively and professionally with distressed or angry callers.
• Communicating and liaising effectively with patients, relatives, carers, colleagues, clinicians, GPs, and other professionals.
• Preparing and distributing agendas and papers for meetings, and accurately typing and circulating meeting minutes.
• Using Microsoft Office packages confidently to support administrative tasks and service needs.

Experience in Microsoft Office applications, together with proven administrative skills, is essential for this role.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Detailed job description and main responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.

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 04.06.2026