Administration Officer - RightCare Barnsley Single Point of Access

South West Yorkshire Partnership NHS Trust; Barnsley; On-site; GBP 22,000 - 26,000; Full time

Job summary

A healthcare organization is seeking an Administration Officer for RightCare Barnsley SPA. The role involves processing patient referrals and requires excellent communication and IT skills. Applicants should be enthusiastic, self-motivated, and capable of working under pressure. This position is vital in ensuring that Barnsley residents receive proper care. Applicants must be able to work flexible hours including weekends and Bank Holidays.

Qualifications

• Experience in secretarial/administrative tasks is preferred.
• Ability to maintain confidentiality.
• Willingness to undertake training.

Responsibilities

• Receive and distribute patient referrals accurately.
• Provide a comprehensive administrative service.
• Maintain good working relationships with team members.

Skills

Good communication verbally and in writing

Ability to work without direct supervision using own initiative

Excellent accurate typing and IT skills

Ability to empathise and deal tactfully

Ability to cope under pressure

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Overview

Go back South West Yorkshire Partnership NHS Trust

Administration Officer - RightCare Barnsley Single Point of Access

The closing date is 24 September 2025

We are hiring! Are you enthusiastic, self-motivated, good at communicating, then join our team.

RightCare Barnsley SPA is based at Kendray Hospital and we are here to ensure that Barnsley residents receive the right care, in the right place at the right time.

This role receives patient referrals from a variety of sources including GPs, hospitals and Health Professionals. We process referrals to the appropriate area whilst liaising with clinical staff for advice to ensure that patients receive the right response to their care needs as quickly as possible. We receive over 500 contacts a day, answering calls from families, service users and health professionals dealing with a variety of situations to ensure the best patient care and outcome.

We operate 365 days a year, working 8am to 8pm. You are required to work flexibly on a rolling shift pattern including weekends and Bank Holidays. Each shift will be 8 hours inc. 30 minutes lunch. It is a 5 week rota equating to working 1 weekend in 5.

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.

Main duties of the job

Key duties are: receipt and distribution of patient referrals to the appropriate staff via telephone/email and SystmOne as per departmental procedures and timescales, accurately transcribing medical conditions/treatments/prescriptive medicines and patient demographics to ensure nursing staff can treat appropriately.

Experience in healthcare is not required as full training will be provided.

The successful candidates will demonstrate:

• Good communication verbally and in writing
• Ability to work without direct supervision using own initiative
• Ability to work effectively as a team
• Excellent accurate typing and IT skills
• Ability to organise and prioritise workload effectively
• Ability to empathise and deal tactfully with families, service users and colleagues
• Sound understanding for confidentiality and relation to health care delivery
• Ability to work flexibly and be responsible to changing demands and frequent interruptions
• Ability to cope under pressure

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

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 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 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 e.g., 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 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 Trusts Values.

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

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

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).

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.

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 Skills

• 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.

Qualifications

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

Employer name

South West Yorkshire Partnership NHS Trust