Admin Officer

Cheswold Park Hospital; Barnsley; On-site; GBP 20,000 - 25,000; Part time

Job summary

A healthcare facility in Barnsley is seeking a part-time Band 3 Secretary/Administrator to provide comprehensive secretarial and administrative support. The ideal candidate will have recent administrative experience, excellent communication skills, and proficiency in Microsoft Office. This role involves maintaining patient records, managing communications, and working flexibly to meet service demands. A commitment to confidentiality is essential. This position offers 30 hours per week with flexible working options.

Qualifications

• Recent secretarial/administrative experience, including typing.
• Knowledge of the Data Protection Act.
• Experience working in a busy environment with competing demands.

Responsibilities

• Provide comprehensive secretarial support.
• Maintain patient records securely.
• Act as the point of contact for service users.

Skills

Excellent written communication skills

Excellent verbal communication skills

Decision-making skills

Customer care skills

Resilience to pressure

Observation skills

Interpersonal skills

Education

NVQ Level 3 or equivalent

Tools

Microsoft Office

Job description

Job Summary

Band 3 Secretary/Administrator – 30 hours per week, part‑time, flexible working. The role is based at New Street Health and Wellbeing Centre, Barnsley, with occasional travel between sites.

Right to work and sponsorship

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. We accept applications from candidates who can prove their right to work in the UK or via alternative visa routes.

Key Responsibilities

• Provide comprehensive, confidential secretarial/administrative support to clinical and support services under the direction of the Administrative Supervisor.
• Maintain patient records in accordance with information governance policies and procedures.
• Act as the principal point of contact for service users, both by telephone and face‑to‑face, navigating them through their pathway and ensuring a positive customer experience.
• Work flexibly to meet the demands of the service, including evenings and weekends.
• Develop and maintain good working relationships with colleagues, service users and the public; communicate effectively, empathetically and with respect for confidentiality.
• Prioritise tasks, exercise independence and initiative, and seek guidance on matters outside the postholder’s competence or authority.
• Observe established departmental and Trust policies, procedures and protocols at all times.
• Use effective verbal and written communication, adapting style to suit users’ needs and communication difficulties.
• Ensure service user confidentiality is maintained at all times and treat all individuals with dignity and courtesy in accordance with the Trust’s Values.

Person Specification

Personal Attributes – Essential

• Flexible and responsive attitude.
• Professional dress appropriate for the environment.
• Willingness and ability to travel around the Trust as required.

Special Knowledge/Skills – Essential

• Excellent written communication skills; capable of preparing routine correspondence.
• Excellent verbal communication skills; able to obtain and relay confidential information.
• Decision‑making and prioritisation skills.
• Knowledge of the Data Protection Act.
• Customer care and interpersonal skills.
• Understanding of diversity and cultural issues.
• Resilience to pressure and emotionally distressing situations.
• Non‑judgemental, empathetic approach.
• Observation skills to identify risks and act appropriately.
• Demonstrated commitment to Trust Values.
• Ability to fulfil Trust’s value‑based induction.

Special Knowledge/Skills – Desirable

• Knowledge of information governance.

Experience – Essential

• Recent secretarial/administrative experience including copy or audio typing.
• Note/minute taking.
• Proficiency in using email, maintaining and updating paper and electronic diaries, and arranging meetings.
• Experience with Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Effective team working with minimal supervision.
• Experience working in a busy environment with competing demands.
• Understanding of strict confidentiality requirements.
• Initiative in organising and prioritising tasks to meet deadlines.

Experience – Desirable

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

Qualifications – Essential

• NVQ Level 3 (or equivalent qualification) or RSA III; or ability to demonstrate competency at Level 3.

Qualifications – Desirable

• Willingness to undertake further study/development.

Physical Attributes – Essential

• Satisfactory sickness record over the previous 2 years, with fairness and equality of opportunity consideration.
• Ability to fulfil Occupational Health requirements for the post, with reasonable adjustments if necessary.

Training – Essential

• Willingness to undertake all Trust mandatory training and subsequent refresher training relevant to the area.
• Willingness to undergo job development and training to maintain skills.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check.

EEO and Diversity Statement

We encourage and welcome applications from all protected characteristic groups and value diversity, aiming to reflect the communities we serve.

Additional Information

Employees are strongly encouraged to keep up‑to‑date flu vaccinations to protect staff and patients.