Administrative Officer/Secretary

South West Yorkshire Partnership NHS Trust; Wakefield; Hybride; GBP 23 000 - 27 000; Plein temps

Résumé du poste

South West Yorkshire Partnership NHS Trust is recruiting an Administrative Officer/Secretary for the ADHD and Autism Service in Wakefield. The role is full-time (37.5 hours) with a structured rota, including planned home-working opportunities where service needs allow.

You will support clinicians with secretarial duties, manage appointments, and maintain records in a busy NHS environment. The successful candidate will have strong MS Office skills, effective communication, and typing/word

Qualifications

• Must have typing/word processing qualification to RSA III or equivalent.
• Strong MS Office skills and excellent communication.
• Ability to prioritise effectively.

Responsabilités

• Provide confidential secretarial/administrative support to clinicians.
• Audio typing clinical reports and manage appointment bookings.
• Maintain accurate records using electronic systems.
• Be a first point of contact for service users and professionals.

Connaissances

MS Office proficiency

Excellent communication

Typing/word processing

Formation

NVQ level 3 / RSA III / OCR III

Outils

Microsoft Word

Microsoft Excel

Outlook

Description du poste

South West Yorkshire Partnership NHS Trust

Administrative Officer/Secretary

The closing date is 15 October 2026

Join a professional, well-supported admin team that plays a vital role in delivering high-quality care across an essential NHS service.

Due to service expansion, the ADHD and Autism Service is recruiting Administrative Officers/Secretaries to join our friendly and cohesive admin team based in Wakefield.

Our service operates across Wakefield, Bradford, Kirklees, Barnsley and Calderdale. We run a central task model, with shared task lists and daily task allocations that builds resilience and variety into the role. Tasks are managed centrally, meaning individual todo lists arent carried forward. This supports work-life balance even in a busy service.

We consistently exceed NHS wellbeing benchmarks in workload balance, communication, and team relationships. Our team culture is friendly, professional, and built on mutual support.

We’re looking for candidates with strong administrative or customer service skills who:

• thrive in fast-paced environments
• bring a positive, can-do mindset
• contribute to a supportive, team-first culture
• would like to work in a service that values continuous improvement

Strong MS Office skills, excellent communication, and the ability to prioritise effectively are essential. A Typing/Word Processing qualification to RSA III or equivalent is required.

All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.

Main duties of the job

While this role is predominantly office-based and following the completion of the induction training, we operate a structured rota that includes planned opportunities to work from home, where service needs allow.

The postholders will provide comprehensive administrative and secretarial support to clinicians from a range of professional backgrounds. Key duties include audio typing clinical reports, managing appointment bookings, and maintaining accurate records using electronic systems.

You will also be a vital first point of contact for service users and professionals, both by phone and in person. A calm, friendly, and professional manner is essential, along with the ability to communicate clearly and sensitively.

This is a full-time position, working 37.5 hours per week, Monday to Friday.

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.

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 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 our members, 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 improving the mental, physical and social needs of the thousands of people we meet and help each year.

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

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 Line Manager/Admin Supervisor, 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 Line Manager.

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.

KEY RESULT AREAS:

1.1 Service provision:

To assist the department with office duties, for example:

• Word processing of correspondence /reports/ other documents accurately via copy or audio from medics, which will include tribunal reports, medical care plans
• To take and transcribe minutes
• Dealing with telephone calls/ messages
• Arrange/Re-arranging/Cancel clinical appointments
• Photocopying/ Filing/ Scanning
• Monitor and maintain department stationery supplies
• Reporting faults
• Arranging meetings, hospitality, venues, distributing agenda/notes
• Create and Maintain Spreadsheets
• Demonstrate duties to new starters
• Provide cover for other members of the team.

Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Line Manager/Admin Supervisor, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.

Assist the Line Manager/Admin Supervisor as required.

Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services.

Assist in the promotion of an open, welcoming, person-centred culture for service users. Seek and support feedback from service users to aid service improvement as required.

Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) eg, letters, memos, reports, presentations etc, using competent copy, audio tapes, IT skills, accurate data inputting and use of Trust Intranet and Internet as required.

Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards.

Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to service user communication difficulties and psychological, social, physical and spiritual needs.

Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.

Contribute to the smooth running of administrative systems and meeting of all relevant deadlines.

Recognise and respond appropriately to any emergency situation. Contribute to the reduction of hazards in the environment, considering safety, security, theft or damage.

Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities.

Support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes.

Make use of opportunities for sharing good practice and learning.

For full job description, please see attached supporting documents.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. Over reliance on AI-generated content in application forms is strongly discouraged and we 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

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

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

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)

Qualifications

• Must be appropriate to the role::
• NVQ level 3 or RSA III or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services)
• Or, be able to demonstrate competency at level 3.
• Willingness to undertake further study/development.

Experience

• Copy /audio typing if applicable to role
• 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
• Of NHS software programme

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

Adult ADHD and Autism Service, Manygates Clinic

Adult ADHD and Autism Service, Manygates Clinic