Admin & Clerical Officer

South West Yorkshire Partnership NHS Trust; Barnsley; On-site; GBP 18,000 - 25,000; Part time

Job summary

A regional health trust in Barnsley seeks an Admin & Clerical Officer to support a friendly admin team. Responsibilities include organizing workloads, answering calls, and distributing correspondence. Ideal candidates will have strong communication and organizational skills, NVQ level 3 or equivalent in business administration. Part-time hours may be considered for this role that promotes a supportive environment.

Qualifications

• Experience in copy/audio typing if applicable.
• Experience in using email and maintaining diaries.
• Ability to work in a busy environment with competing demands.

Responsibilities

• Work collaboratively with admin colleagues to plan and organize workload.
• Answer telephone calls and pass on accurate messages.
• Accurately distribute correspondence to clinicians and service users.

Skills

Communication skills

Organizational skills

Attention to detail

Teamwork

Flexibility

Education

NVQ level 3 or equivalent in business admin

Tools

Microsoft Office Suite

Job description

Go back South West Yorkshire Partnership NHS Trust

Admin & Clerical Officer

The closing date is 12 December 2025

We are the admin supervisors for childrens and adult community speech and language therapy. We are glad you are reading our advert and would like to tell you more about this position.

As an admin and clerical officer, you will work within a friendly, supportive admin team alongside our speech and language therapists and assistants. Day‑to‑day, our work is varied and you will have opportunities to be the first point of contact for our service users. You will be able to use your communication and information technology skills. There are times when the service is busy and prioritisation and organisation skills will come in handy. Your new ideas will be welcomed as we meet regularly as a team; we are committed to supporting the health and well‑being of our staff. Subject to service need, there are some opportunities for agile working.

Part‑time hours will be considered. Working days must include Tuesday, Thursday and Friday. Although they are on the job description, note‑ and minute‑taking and audiotyping aren’t essential to this job role.

We are equipped and have an award‑winning YouTube channel, Barnsley speech and language therapy - YouTube and Toolkit, www.barnsleyspeechtherapy.co.uk.

Please contact [e-mail] or [e-mail] for further information.

Our Trust is committed to safeguarding children, young people and vulnerable adults, expecting all colleagues to be the same.

Main duties of the job

In this role you will:

• Work collaboratively with your admin colleagues to plan and organise your workload in order to meet the services expected timescales.
• Prioritise urgent and important work such as processing eating and drinking referrals and education, health and care plan notifications, booking appointments.
• Answer telephone calls and pass on accurate and detailed messages to clinicians.
• Pay attention to detail in reports and format these accordingly.
• Accurately distribute correspondence to clinicians, service users, schools and health professionals.
• Register patient referrals on patient system and record protected characteristics.
• Record and respond to emails from schools and other health professionals.
• Contribute to discussions in regular clerical meetings, one to one supervisions and appraisals.
• Book interpreters and request document translations with an external provider as requested by therapists.
• Order supplies for the team, respond to queries, check delivery of items and communicate receipt to the team.
• Accurately scan documents to patient records.
• Carry out audit of documents added to the patient records as part of our paper light process.
• Photocopy and/or print documents for promotional events as and when required.
• Communicate any compliments, concerns or complaints to admin supervisors and/or service managers.
• Assist with the of feedback as part of quality assurance and improvement.

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 are accountable to our members, who can have a say in how we are 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 do reserve the right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Job responsibilities

JOB SUMMARY

Service user contact referred to in this Job description will only apply when working within a clinical area.

The post-holder will:

• Under the supervision/direction of the Line Manager/ 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 postholder’s level of competency or authority to the Line Manager.
• 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 experienced 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 Trusts Values.

For full details of the role please see the supporting documents attached.

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.

All employees of the Trust are strongly encouraged to be fully vaccinated against COVID‑19 to protect patients.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. We strongly discourage this and 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

• Copy /audio typing if applicable to role.
• 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.
• Of NHS software programme.

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 Trusts 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

• Must be appropriate to the role:
• NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
• 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).

Employer name

South West Yorkshire Partnership NHS Trust