Admin Officer

NHS; Barnsley; On-site; GBP 24,000 - 27,000; Full time

Job summary

A local NHS healthcare provider is seeking a Band 3 secretary/administrator in Barnsley, responsible for providing essential administrative support within a busy outpatient service. This role involves being the first point of contact for service users, ensuring high-quality customer care, and maintaining confidentiality of patient information. Candidates should possess excellent organizational skills and have recent secretarial experience. Flexible working may be required.

Qualifications

• Recent secretarial/administrative experience required.
• Ability to manage competing demands in a busy environment.
• Confidentiality and data protection compliance essential.

Responsibilities

• Provide comprehensive secretarial services to support clinical teams.
• Act as the first point of contact for service users.
• Maintain effective communication and relationships with users.

Skills

Excellent attention to detail

Organizational skills

Communication skills

Computer literacy

Education

NVQ level 3 (or equivalent qualification)

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Job summary

37.5 hours per week

We have an exciting opportunity for an enthusiastic and experienced Band 3 secretary/administrator to join our Musculoskeletal Community Service.

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 maybe required according to the needs of the service.

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.

Main duties of the job

The successful candidate 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.

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.

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 were accountable to our members, who can have a say in how were 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 expects all colleagues and volunteers to share this commitment.

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

Details Date posted

31 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9378-B2179

Job locations

New Street Health and Wellbeing Centre

Upper New Street

Barnsley

S70 1LP

Job description 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 supervison/direction of the Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial/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 postholders 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 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.

Job description 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 supervison/direction of the Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial/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 postholders 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 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.

Person Specification Experience Essential

• 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.

Desirable

• In working in a caring environment.
• In dealing with the public.

Training Essential

• 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 Essential

• As appropriate to the role:
• NVQ level 3 (or equivalent qualification) or, RSA lll.
• Or, be able to demonstrate competency at level 3.

Desirable

• Willingness to undertake further study/development.

Physical Atrributes Essential

• 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).

Special Knowledge/Skills Essential

• 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.
• Diversity/Cultural understanding.
• 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.

Desirable

• Knowledge of information governance.

Personal Attributes Essential

• 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.

Person Specification Experience Essential

• 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.

Desirable

• In working in a caring environment.
• In dealing with the public.

Training Essential

• 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 Essential

• As appropriate to the role:
• NVQ level 3 (or equivalent qualification) or, RSA lll.
• Or, be able to demonstrate competency at level 3.

Desirable

• Willingness to undertake further study/development.

Physical Atrributes Essential

• 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).

Special Knowledge/Skills Essential

• 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.
• Diversity/Cultural understanding.
• 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.

Desirable

• Knowledge of information governance.

Personal Attributes Essential

• 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.

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 details Employer name

South West Yorkshire Partnership NHS Trust

Address

New Street Health and Wellbeing Centre

Upper New Street

Barnsley

S70 1LP

Employer's website

https://www.southwestyorkshire.nhs.uk (Opens in a new tab)

Employer details Employer name

South West Yorkshire Partnership NHS Trust

Address

New Street Health and Wellbeing Centre

Upper New Street

Barnsley

S70 1LP

Employer's website

https://www.southwestyorkshire.nhs.uk (Opens in a new tab)