Clinical Secretary/Administrator

Job overview

This post is a Fixed Term/ Secondment until   1.03.2026.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.

To support the Practice in providing a comprehensive administrative support service to the clinical staff within the Service.

The postholder 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.

Process incoming and outgoing correspondence for the service, ensuring urgent action is taken where appropriate, i.e. abnormal investigation results, urgent referrals.

Main duties of the job

Responsible for typing and sending of referrals within the practice when requested to do so by appropriate clinicians. Either by means of hand written, typed within a patient consultation and transfer to an official referral or by electronic dictation.

Responsible for the read coding of medical information from clinical and electronic correspondence on to patient notes for which advanced keyboard skills and accuracy will be required.

Manage the non NHS work ensuring that this is completed in line with GDPR regulations.

Assist with other clerical tasks as required such as the scanning of documentation onto patient records and allocation to clinicians for action.

Be the first 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.

Manage time effectively to ensure that work is completed within timescales.

Plan day to day working using initiative to prioritise workload/amend work planning to meet service requirements.

The ability to speak Welsh is desirable for this post; English and/or Welsh 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.

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 20/03/2025