Administrative Officer - Primary Care

The Primary Care team is looking to recruit an Administrative Officer to join its central business support team, to provide administrative support to the Out of Hours (OOH) service and when required to the wider Primary Care team. The administrator will work during the day, playing a vital role to ensure the OOH Service is supported in the delivery of urgent primary care services outside normal working hours. This position ensures that clinicians, managers and operational staff are provided with accurate information, timely coordination and reliable administrative processes, to enable safe and efficient patient care. Working as part of a fast-paced service, the postholder will be responsible for providing clerical, and operational support, including managing confidential patient information, maintaining rotas and databases, supporting workforce coordination, and ensuring accurate documentation of clinical activity. The role requires strong organisational skills, excellent communication and the ability to remain calm and professional when working under pressure. The Administrator serves as a key contact point for staff, partner organisations, and occasionally patients, ensuring queries are handled promptly and appropriately. They also contribute to service improvement by supporting audits, reporting, data collection, and compliance with governance requirements., This role requires a flexible and proactive approach to meet the needs of the service and provides high-quality administrative support to the Primary Care Team and wider service. Key responsibilities include organising and supporting routine and ad-hoc meetings, taking formal minutes and action notes, and managing enquiries received via email, telephone and face-to-face contact. The post holder will work in accordance with established policies and procedures, process Primary Care contractor claims and invoices within agreed timescales, and manage stock ordering. The role also involves accurate data entry and maintenance of spreadsheets and clinical systems, supporting report production, extracting data, and organising and supporting training events. General office duties such as filing, photocopying and record management are also an integral part of the role. Flexibility, attention to detail, and a commitment to high standards of service delivery are essential.

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