Administration Officer

South West Yorkshire Partnership NHS Trust

Administration Officer

The closing date is 11 May 2026

We have an exciting opportunity for an enthusiastic and experienced Band 3 secretary/administrator to join our Musculoskeletal Community Service. This post is for 30hrs worked over 5 days per week.

Individuals will work in a highly motivated dynamic team of administrators and Musculoskeletal Physiotherapists in an outpatient service. This role is integral to our service as you will be the first point of contact for service users, both by telephone and face to face, navigating them through their pathway and supporting the smooth and efficient running of the service.

This is a busy environment with competing demands, with service users at the center of all we do. To fulfil this exciting role, we will offer you support and supervision to achieve your best outcomes and develop your skills and knowledge.

The post is based at New Street Health and Wellbeing Centre in Barnsley but occasional travel between sites may be required according to the needs of the service.

All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.

Main duties of the job

Successful candidates must be computer literate and have an excellent eye for detail and accuracy. You will have access to patient records therefore compliance with our information governance policies and procedures is essential.

You will need exceptional organisational skills and be committed to consistently delivering a high-quality service and be passionate about ensuring people who use our service receive good quality customer care.

This is a varied role where communication skills are key to all that we do as a large portion of this role is telephone based as well as face to face with our service users.

Working in a service that interfaces with primary and secondary care colleagues. You will be expected to be flexible around working times which may include evening and weekend working.

At the time of advertising, this role does not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, we are unable to sponsor anyone for a skilled worker visa for this role

We are happy to accept applications from candidates who can prove their right to work in the UK or via alternative visa routes. Such applications will be considered alongside all other applications.

About us

We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.

Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non‑clinical services who work hard to make a difference to the lives of service users, families and carers.

We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.

Being a foundation Trust means we're accountable to our members, who can have a say in how we're run. Around 14,300 local people (including staff) are members of our Trust.

Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expect all colleagues and volunteers to share this commitment.

We reserve the right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Job responsibilities

The post-holder will:

• under the supervision/direction of the Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secretarial/administrative service to clinical/support services, in an efficient and confidential manner.
• provide services within well‑established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
• demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
• may work within clinical environments where conflict resolution may be required.
• act as principal point of contact for users of the service eg, individuals from within/outside the Trust, service users and members of the public etc.
• work flexibly to meet the needs of the service.
• develop and maintain good working relationships by being flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively.
• work with sensitivity and have a good understanding of the service provision and issues experienced by its users.
• prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holders level of competency or authority to the Administrative Supervisor.
• work within well‑established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.
• use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties.
• ensure the service experience is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trust's Values.

For full job description, please see attached supporting documents.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.

Person Specification

Experience

• Recent Secretarial/administrative experience and copy /audio typing
• Note/minute taking
• In using email, maintaining and updating paper and electronic diaries, arranging meetings
• In using Microsoft Word and other Microsoft applications, e.g. Excel, Outlook , PowerPoint etc
• In working as an effective team member with minimum supervision
• In working in a busy environment with competing demands
• Understanding of the need to maintain strict confidentiality
• In using a degree of initiative
• in organising and prioritising own tasks in order to meet deadlines.
• In working in a caring environment
• In dealing with the public

Personal Attributes

• Ability to be flexible to meet the demands of the post.
• Responsive attitude and approach
• Dress appropriately for the environment
• Ability to travel around the Trust as appropriate to role

Special Knowledge/Skills

• Good written communication skills, with the ability to deal with and prepare routine written correspondence.
• Good verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
• In, decision‑making and prioritisation
• Knowledge of Data Protection Act
• Customer care skills
• Good interpersonal skills
• Resilience to pressure and exposure to emotional, distressing situations
• Non‑judgemental, empathetic manner
• Able to use observation skills to identify potential risks and act appropriately
• Demonstrates Trust Values
• Able to fulfil the requirements of the Trust's value based induction
• Knowledge of information governance

Training

• Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
• Must be willing/able to undergo job development and training and maintain skills

Qualifications

• As appropriate to the role::
• Or, be able to demonstrate competency at level 3.
• Willingness to undertake further study/development.

Physical Attributes

• A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)

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.

Employer name

South West Yorkshire Partnership NHS Trust

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