Administration Officer - RightCare Barnsley Single Point of Access

NHS; Barnsley; On-site; GBP 20,000 - 26,000; Full time

Job summary

Join the South West Yorkshire Partnership NHS Trust as an Administration Officer in Barnsley, where you'll play a crucial role in managing patient referrals and ensuring effective communication. This position offers comprehensive training, a collaborative work environment, and the opportunity to contribute to the community's health services. You will work flexibly on a rolling shift pattern, helping facilitate patient care for Barnsley residents. Ideal candidates will have strong organizational skills and the ability to handle pressure in a busy setting.

Qualifications

• Experience in secretarial/administrative tasks.
• Ability to work both independently and as part of a team.
• Flexibility to meet job demands.

Responsibilities

• Receive and distribute patient referrals accurately.
• Transcribe medical information for nursing staff.
• Serve as the primary point of contact for service users.

Skills

Communication

IT skills

Organizational skills

Empathy

Ability to work under pressure

Education

Competency at level 3

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Job description

Go back South West Yorkshire Partnership NHS Trust

Administration Officer - RightCare Barnsley Single Point of Access

The closing date is 24 June 2025

Weneed enthusiastic, self-motivated, well-organised admin staff to join our dynamicteam.

RightCareBarnsley SPA is based at Kendray Hospital and we are here to ensure thatBarnsley residents receive the right care, in the right place at the righttime.

Thisvaried role receives patient referrals from a variety of sources including GPs,hospitals and Health Professionals. We process referrals to the appropriate areawhilst liaising with clinical staff for advice to ensure that patients receivethe right response to their care needs as quickly as possible.

Wereceive over500 contacts a day, answering calls from families, serviceusers and health professionals dealing with a variety of situations to ensurethe best patient care and outcome.

We operate 365 days ayear, working 8am to 8pm. You are required to work flexibly on a rolling shiftpattern 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.

Atthe time of advertising, this role does not meet the minimum requirements setby UK Visas and Immigration to sponsor candidates to work in the UK. For thisreason, we are unable to sponsor anyone for a skilled worker visa for this role.

Weare happy to accept applications from candidates who can prove their right towork in the UK or via alternative visa routes. Such applications will beconsidered alongside all other applications.

Main duties of the job

Keyduties are; receipt and distribution of patient referrals to the appropriatestaff via telephone/email and SystmOne as per departmental procedures andtimescales, accurately transcribing medicalconditions/treatments/prescriptive medicines and patient demographics to ensurenursing staff can treat appropriately.

Experience in healthcare in not required as fulltraining will be provided.

Thesuccessful candidates will demonstrate

Good communication and verbally and inwriting

Ability to work without directsupervision using own initiative

Ability to work effectively as a team

Excellent accurate typing and IT skills

Ability to organise and prioritiseworkload effectively

Ability to empathise and deal tactfullywith families, service users and colleagues

Sound understanding for confidentialityand relation to health care delivery

Ability to work flexibly and beresponsible to changing demands and frequent interruptions

Ability to cope under pressure

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

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

JOB SUMMARY

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

Thepost-holder will:

under the supervison/direction of theAdministrative Supervisor, within a delegated framework for agreed tasks and seekingsupport as and when necessary, provide a comprehensive, confidential, Secreterial/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.

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

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

Person Specification

Qualifications

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

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.

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).

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.

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.

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.

Employer name

South West Yorkshire Partnership NHS Trust