Service Administrator and Receptionist

We are currently recruiting to the role of Service Administrator and Receptionist and have opportunities at both South Pembrokeshire Hospital (SPH) and Tenby Cottage Hospital (TCH). SPH - 20 hrs per week, 9am to 1pm, Monday - Friday TCH - 22.5 hours per week, 12.30pm to 5pm Monday - Friday Both hospitals provide a range of services and clinics including outpatients, x-ray, midwives, podiatry, physiotherapy, and a nurse led walk in centre at Tenby Cottage Hospital. We are looking for someone to provide a welcoming and professional reception service, who holds excellent communication skills to handle phone calls and liaise with a variety of health and social care professionals and members of the public. Exceptional customer care and front of house skills are vital, along with the ability to always remain calm and courteous. The successful candidate will demonstrate the ability to undertake administrative processes and support the administration as part of the effective and smooth running of clinics within the premises. The post holder will have high quality IT and telephony skills. You will be expected to communicate effectively and sensitively and be aware of the confidential nature of the role. Main duties of the job The main duties of the job include:

• Provide a professional and welcoming reception service, supporting patients, visitors and staff.
• Manage telephone calls, messages and enquiries promptly while maintaining confidentiality.
• Check patients in for the walk in centre (Tenby), update demographic details and support the smooth running of clinics using WPAS or similar systems.
• Carry out general administrative duties including filing, photocopying, mail handling and preparing/maintaining health records.
• Liaise with clinical and administrative teams, external agencies and partner organisations to support patient appointments and service needs.
• Support premises responsibilities such as room bookings, reporting faults, maintaining noticeboards and assisting with health and safety and security processes.
• Manage basic stock control, including stationery
• Prioritise workload effectively, work calmly under pressure and contribute positively as part of the wider team.
In return, you will receive support, supervision and opportunities for development as part of a dedicated and supportive team, making a meaningful difference every day., 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 10/09/2026 Job description, You will be able to find a full job description and person specification attached within the supporting documents.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply., 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.,
• 4 GCSE's including English Language & Maths, RSA Stage II or equivalent
• NVQ 2 in Business & Administration
Desirable
• Customer Services Qualification
Experience Essential
• Previous reception / administrative experience
• Experience of using IT software packages (Word, Excel), internet and office outlook e-mail
Desirable
• Medical Terminology
• Use of NHS databases/systems
Other Essential
• Flexible approach to the needs of the service
• Ability to travel between sites in a timely manner
Desirable
• Welsh Speaker (Level 1)
Person Specification Qualifications and Knowledge Essential
• 4 GCSE's including English Language & Maths, RSA Stage II or equivalent
• NVQ 2 in Business & Administration
Desirable
• Customer Services Qualification
Experience Essential
• Previous reception / administrative experience
• Experience of using IT software packages (Word, Excel), internet and office outlook e-mail
Desirable
• Medical Terminology
• Use of NHS databases/systems
Other Essential
• Flexible approach to the needs of the service
• Ability to travel between sites in a timely manner
Desirable
• Welsh Speaker (Level 1)
  
  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); 99 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
• Numerous mental health and learning disabilities services