Job overview

An exciting opportunity has arisen for an administrative assistant to join the Clinical Education team for Theatre Services within the Scheduled Care Directorate at Hywel Dda University Health Board. The role will support the clinical/practice education team with the administrative duties required to record and monitor theatre staff training and development across the Health Board. You will be based at Prince Philip Hospital in Llanelli. 

An element of onsite/remote working would be considered.

Main duties of the job

You will assist the Theatre Clinical/Practice Education team in general administration duties ensuring a professional and confidential service at all times. 

You will need to be a competent regular user of a computer including software programmes, including, but not exclusively, Word and Excel. You will be able to complete routine tasks accurately and within agreed time periods. You will be responsible for updating and filing existing training documents and creating a staff training database. 

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 (four of which are managed practices), 47 dental practices (including three orthodontic), 99 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

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 24/08/2022.

Person specification

Qualifications and Knowledge

Essential criteria

  • Level 2 qualification e.g. GCSEs, NVQ2 or equivalent demonstrable experience of administrative office skills and knowledge
  • Relevant admin and IT skills
  • Desirable criteria

  • Keyboard skills
  • Experience

    Essential criteria

  • Previous clerical experience
  • Desirable criteria

  • Previous clerical experience
  • Telephone Skills
  • Aptitude & Abilities

    Essential criteria

  • Excellent communication and inter personal skills
  • Team Player
  • Attention to detail
  • Enthusiastic and motivated
  • Values

    Essential criteria

  • Ability to embrace the following personal values and behaviours on a daily basis – Dignity, Respect and Fairness. Integrity, Openness and Honesty. Caring, Kindness and Compassion
  • Ability to demonstrate a commitment to our organisational values – Working together to be the best we can be. Striving to develop and deliver excellent services. Putting people at the heart of everything we do
  • Hywel Dda University Health Board operates a bilingual policy. All applicants are invited to apply in Welsh, any application submitted in Welsh will not be treated less favourably than an application made in English.

    By submitting your application to NHS Jobs/Trac, you are giving your consent for elements of your application data to be transferred to the NHS Electronic Staff Record (ESR) and other secure, internal NHS Workforce systems in order to support and manage your recruitment and employment within your employing organisation; to be used by Recruitment for purposes of checking your Professional Registration online (where applicable).

    These processes are in line with Fair and Lawful processing in line with current Data Protection Legislation especially those in relation to your personal or sensitive personal data (sensitive personal data is defined as any declared physical or mental health conditions, racial or ethnic origin, sexual orientation, trade union membership, political opinion, religious beliefs). As an organisation, we ensure that the legislation defining confidentiality is observed such as use of data for specific, defined purposes, and use of data that is relevant and not excessive whilst practicing data accuracy and security of all held personal identifiable information (PII)

    If you are successfully appointed, by completing the application form you authorise the UHB to obtain any previous NHS service details including all electronically held sickness information, via the Inter Authority Transfer process on the national Electronic Staff Record (ESR).

    To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa , unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK . If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.

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