Team Secretary/Administrator (Mental Health & Learning Disabilities)
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Hywel Dda University Health Board Team Secretary/Administrator (Mental Health & Learning Disabilities)
The closing date is 14 September 2026
Job summary
The Community Mental Health Team based at Gorwelion, Aberystwyth, is seeking an organised, proactive, and compassionate Team Secretary to support the delivery of high-quality mental health services across the locality.
As a key member of the team, you will contribute to a responsive, patient-centred service by providing efficient administrative and clerical support to clinicians and multidisciplinary colleagues. You will play an important role in ensuring the smooth day-to-day operation of the service, managing correspondence, arranging appointments and meetings, maintaining accurate records, and supporting effective communication between staff, service users, carers, and partner organisations.
This is an excellent opportunity for an individual with strong organisational skills, attention to detail, and a commitment to delivering high standards of administrative support within a busy healthcare environment.
Main duties of the job
In this Team Secretary role, you will be responsible for managing clinical correspondence, maintaining accurate patient records, arranging appointments and meetings, and supporting the coordination of diagnostic pathways. You will act as a first point of contact for patients, families, and partner services, ensuring that all enquiries are handled sensitively, professionally, and in line with confidentiality requirements.
This is an excellent opportunity for someone with strong communication and organisational skills who is committed to supporting mental health services. You will play an essential role in helping the team deliver timely assessments and compassionate care to our local community.
About us
Hywel Dda University Health Board plans and provides NHS healthcare services for people living in Carmarthenshire, Ceredigion, Pembrokeshire, and bordering counties.
We have over 13,000 staff and together we provide primary, community, in-hospital, mental health and learning disabilities services.
We work in partnership with the three local authorities, as well as public, private and third sector colleagues, including our valued team of volunteers.
Our services are provided in:
- Four main hospitals: Bronglais Hospital in Aberystwyth; Glangwili Hospital in Carmarthen; Prince Philip Hospital in Llanelli; and Withybush Hospital in Haverfordwest
- Five community hospitals: Amman Valley and Llandovery hospitals in Carmarthenshire; Tregaron Hospital in Ceredigion; and Tenby and South Pembrokeshire hospitals in Pembrokeshire
- Two integrated care centres: Aberaeron and Cardigan in Ceredigion, and several other community settings
- 47 general practices (six of which are health board managed practices); dental practices (including four orthodontic); 97 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
- Numerous mental health and learning disabilities services
Details
Date posted
27 August 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£26,813 to £27,890 a year per annum
Contract
Permanent
Working pattern
Full-time
Reference number
100-AC247-0826
Job locations
Gorwelion Resource Centre
Llanbadarn Road
Aberystwyth
SY23 1HB
United Kingdom
Job description
Job 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.
Applications will be shortlisted based on 'Qualifications and Knowledge,' 'Experience' and 'Other' criteria will be assessed at interview stages.
Interviews will be held on 22.09.2026
Job description
Job 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.
Applications will be shortlisted based on 'Qualifications and Knowledge,' 'Experience' and 'Other' criteria will be assessed at interview stages.
Interviews will be held on 22.09.2026
Person Specification
Qualifications and knowledge
Essential
- RSA/NVQ 3 qualification or equivalent demonstrable experience
Desirable
- Knowledge of clinical/medical terminology
Experience
Essential
- Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, MS Teams, Desktop Publishing and E-mail]
- Experience of working in an administrative role within a busy office environment
- Experience of producing and maintaining spreadsheets & databases
- Experience of taking and transcribing minutes of meetings
- Experience of working in a multidisciplinary team
Desirable
- Experience of patient administration systems
- Experience with working with TPro.
- Understanding of/ or experience of working within Mental Health and/ or Learning Disabilities
- Familiar and confident using e-mail and searching the internet
Language Skills
Desirable
- Welsh Speaker (Level 1)
Qualifications and knowledge
Essential
- RSA/NVQ 3 qualification or equivalent demonstrable experience
Desirable
- Knowledge of clinical/medical terminology
Experience
Essential
- Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, MS Teams, Desktop Publishing and E-mail]
- Experience of working in an administrative role within a busy office environment
- Experience of producing and maintaining spreadsheets & databases
- Experience of taking and transcribing minutes of meetings
- Experience of working in a multidisciplinary team
Desirable
- Experience of patient administration systems
- Experience with working with TPro.
- Understanding of/ or experience of working within Mental Health and/ or Learning Disabilities
- Familiar and confident using e-mail and searching the internet
Language Skills
Desirable
- Welsh Speaker (Level 1)
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Hywel Dda University Health Board
Address
Gorwelion Resource Centre
Llanbadarn Road
Aberystwyth
SY23 1HB
United Kingdom
Employer's website
https://hduhb.nhs.wales/ (Opens in a new tab)
Employer details
Employer name
Hywel Dda University Health Board
Address
Gorwelion Resource Centre
Llanbadarn Road
Aberystwyth
SY23 1HB
United Kingdom
Employer's website
https://hduhb.nhs.wales/ (Opens in a new tab)
Employer contact details
For questions about the job, contact:
Administration Manager MH&LD
Bronwyn Coltman
Details
Date posted
27 August 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£26,813 to £27,890 a year per annum
Contract
Permanent
Working pattern
Full-time
Reference number
100-AC247-0826
Job locations
Gorwelion Resource Centre
Llanbadarn Road
Aberystwyth
SY23 1HB
United Kingdom
Supporting documents
Privacy notice
Hywel Dda University Health Board's privacy notice (opens in a new tab)
Support links
© Crown copyright
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