Administration Assistant - Band 3

South West Yorkshire Partnership NHS Trust; Dewsbury; On-site; GBP 20,000 - 25,000; Full time

Job summary

A community health provider in Dewsbury is seeking an Administrative Assistant to support their team. The ideal candidate will have strong communication skills, good IT proficiency, and the ability to manage various administrative tasks efficiently. Responsibilities include managing calls, preparing reports, and supporting the team in daily operations. This position promotes teamwork and requires a flexible, friendly approach to contribute to the well-being of adults with learning disabilities.

Qualifications

• Good written and verbal communication skills.
• Excellent customer service skills.
• Proficient with Microsoft Office Packages and IT systems.
• Ability to organize workload and demonstrate time management.

Responsibilities

• Provide administrative support to the community health team.
• Take calls, manage calendars, and perform clerical duties.
• Maintain confidentiality and work within established policies.

Job description

Go back South West Yorkshire Partnership NHS Trust

Administration Assistant - Band 3

The closing date is 06 October 2025

Are you passionate aboutworking along side adults with a learning disability as part of a wider team ofpeople. We have an opportunity for an Administrative Support person (Band 3) tojoin our friendly and motivated team in the Kirklees Community Health Team.

The applicant must beself-motivated, be value lead, friendly and have a flexible and kind approach. It is essential that you have good written and verbal communication skills, beable to take notes and formulate reports and dictate letters.

Time management andorganisational skills will be an essential part of your role and so you will berequired to demonstrate the ability to organise your own workload and at timethat of others.

The successful candidate willbe required to have excellent customer service skills with a responsiveattitude and approach, have a good knowledge and understanding of IT skills andsystems and have good telephone skills. You will be required to work on ourclinic area reception, take calls and transfer calls/cascade information torelevant people.

For further information or toarrange a visit to the ward please contact: Andrew Birkenshaw 01924316714

Main duties of the job

Youwill be a highly motivated, enthusiastic and conscientious individual, who hasthe desire to work creatively with people with learning disabilities within acommunity team.

Youwill need to uphold the trusts Values.

We are looking for a dynamic person to join our establishedadmin team. Teamwork will be at the forefront of your approach, self-motivated,can demonstrate good organizational skills and have a friendly and flexibleapproach. You will be expected to always maintain confidentiality.

A calm, polite and friendlydemeanour is essential and some experience of problem-solving, creative ways ofworking will be useful.

You will provide a range offunctions following processes and systems to ensure the maintenance ofhigh-quality administrative support to the MDT.

You must be able to workaccurately to deadlines, sometimes under pressure, use your own initiative,prioritise workloads and have excellent time management.

You should have excellent ITskills and be competent in word processing, spreadsheet packages and databaseswith a good standard of spelling and grammar. Duties will be varied and willinclude working with Microsoft Office Packages, teams, Minute taking,audio/digital typing, with some management of calendars, planning and arrangingmeetings, ordering ward supplies and any other duties as allocated in line withthe administration of the team.

About us

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

Our mission isto help people reach their potential and live well in their communities, we do thisby providing high-quality care in the right place at the right time. We employstaff in both clinical and non-clinical services who work hard to make adifference to the lives of service users, families and carers.

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

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

Joinus and you will be one of over 4,500 staff committed to supporting and improvingthe mental, physical and social needs of the thousands of people we meet andhelp each year.

Weare committedto safeguarding and promoting the welfare of children, young people andvulnerable adults and expects all colleagues and volunteers to share thiscommitment.

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

Job responsibilities

For full job description, please see attached supportingdocuments.

JOB SUMMARY

Serviceuser contact referred to in this Job description will only apply when workingwithin a clinical area.

Thepost-holder will:

Under the supervision/direction of theAdministrative Supervisor, within a delegated framework for agreed tasks and seekingsupport as and when necessary, provide a comprehensive, confidential, Secretarial/administrativeservice to clinical/support services, in an efficient and confidential manner.

Provide services within well-establishedpolicies, procedures, protocols, guidelines, whilst acting within the requiredsphere of competences for the role at all times.

Demonstrate sound knowledge of theservice to enable the post holderto contribute and inform decision making within the service.

May work within clinical environments whereconflict resolution may be required.

Act as principal point of contactfor users of the service eg, individuals from within/outside the Trust, serviceusers and members of the public etc.

Work flexiblyto meet the needs of the service.

Develop and maintain good working relationshipsby being, flexible, adaptable, polite, positive and empathetic, communicatingeffectively and informatively.

Work with sensitivity and have agood 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 seekguidance on issues outside of postholders level of competency or authorityto the Administrative Supervisor.

Work withinwell-established departmental/Trust policies, procedures, protocols, guidelinesand established service delivery plans at all times.

Use effective verbal/written communicationatall times,incorporating tact, empathy, consideration, courtesy and confidentiality.Adapt style of communication to respond to others user communication difficulties.

Ensure the service experiencedis positiveand service user confidentiality is maintainedat all times. Treat usersof the service, colleagues etc, with respect, dignity, courtesyand in accordance with the Trusts Values.

We are aware that an increasing number of applicantsare using AI technology to generate responses on NHS Job applicationforms.Over reliance on AI-generated content in application forms isstrongly discouraged and we will conduct a thorough screening process beforeselecting candidates to progress to the next stage. If you are using AI toenhance your application, please disclose this in your NHS Jobs applicationform.

At the time of advertising, this role does not meet the minimum requirements(salary threshold or occupational requirements) set by UK Visas and Immigration to sponsorcandidates to work in the UK. For this reason, unfortunately we are unable tosponsor anyone on a visa for this role at this moment in time.

All employees of the Trust are strongly encouraged to befully vaccinated against COVID-19 to protect patients.

Person Specification

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.

Qualifications

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

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.

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).

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.

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.

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

Address

8 Fox View Hub, Dewsbury District Hospital

8 Fox View Hub, Dewsbury District Hospital