Medical Secretary

Job overview

Applications are invited from efficient and suitably qualified individuals for the post of a Medical Secretary within the Women, Children and Family Health Care Group based at the Child Health Department, Withybush General Hospital, Fishguard Road, Haverfordwest.

The post holder will provide comprehensive clinical secretarial and administrative support to consultants and managerial staff, ensuring an efficient and high-quality service.   Working with limited supervision, the post holder will independently manage their duties within defined guidelines, ensuring tasks are completed efficiently and accurately.

Key responsibilities include typing and word processing, including audio typing, and the maintenance of accurate records both manually and on computerised systems. The post holder will regularly handle sensitive and confidential information such as diagnostic reports, clinical correspondence, post-mortem reports, and test results, and must maintain strict confidentiality at all times.

The role also includes providing cover during the absence of the Senior Medical Secretary, ensuring continuity of service and support to the clinical team.

Main duties of the job

The post holder will also:

Provide a secretarial service to the clinical staff within the service, which will include audio typing transcription of clinical letters and information.

Be responsible for accurate filing, both physically and electronically, of patient information in a timely manner.

Be a 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.

Notify relevant departments of changes to Outpatients clinic lists and if necessary take an active part in reallocation of clinics, in conjunction with colleagues.

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

Process incoming and outgoing correspondence for the service, ensuring urgent action is taken when appropriate.

Competently use computer systems for entering and retrieving patient information.

A flexible approach to the needs of the service is essential.

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  02/06/2026