CYPMH East Personal Assistant / Data coordinator

NHS; Burnley; On-site; GBP 25,000 - 30,000; Full time

Job summary

A well-regarded health service provider in the UK is seeking a Personal Assistant/Data Coordinator for their Children and Young People’s Mental Health Service (CYPMH East). The role requires strong administrative skills, excellent communication abilities, and the capacity to manage multiple tasks effectively. Responsibilities include clerical support, managing agendas, and ensuring efficient data management. Ideal candidates should have prior administrative experience and be proficient in standard office software. Flexible working arrangements are offered.

Benefits

Flexible working arrangements

Supportive work environment

Qualifications

• Previous administrative experience required.
• Ability to produce neat & accurate documentation is essential.
• Ability to work calmly under pressure.

Responsibilities

• Provide clerical and administrative support for CYPMH East.
• Manage diary and appointments for the manager.
• Screen phone calls and emails for the manager.

Skills

Excellent negotiation skills

Interpersonal skills

Organisational skills

Communication skills

Education

GCSE English at Grade 'C' or above or equivalent

RSA/OCR Stage II Typewriting or equivalent

Tools

Microsoft Word

Microsoft Excel

Email systems

Job description

CYPMH East Personal Assistant / Data Coordinator

The closing date is 10 December 2025

This vacancy does not offer a certificate of sponsorship.

The role of the CYPMH East PA who has responsibility for data reports in CYPMH East will be to provide clerical and administrative support to the team within Children and Young People`s Mental Health Service (CYPMH East). This role is for a highly organised, professional and committed PA who holds full responsibility to provide a comprehensive, confidential and high quality secretarial and administrative service to ensure the efficient and effective organisation of the CYPMH East management team.

The PA must be able to act as an effective 'gatekeeper' and must therefore have excellent negotiation, diplomacy and interpersonal skills. The post holder will have knowledge of all the relevant administrative and secretarial procedures applicable to this role as well as the ability to deal with non-routine activities that arise. The role will involve contact on a daily basis with a wide range of people - both internal and external to the organisation and therefore requires a confident approach. The post holder will need to be a team player and a 'completer-finisher', with very strong communication skills and an eye for detail.

The post holder will require competency in general admin, keyboard skills, good communication and an ability to work well within a team. An ability to understand the need for and to maintain confidentiality is essential.

Main duties of the job

• Hold an understanding of the manager/managers strategic objectives and priorities in order to support the delivery of these.
• Analyse facts or situations and decide upon the most appropriate route of action, using own judgement to resolve difficult situations.
• Screen phone calls / emails correspondence addressed to the manager/managers and using judgement to establish the validity and priority of the contact, take action where appropriate, and flag to the manager/managers those that require urgent attention.
• Manage the diary of the manager/managers, making decisions regarding the appropriateness and priority of appointment requests and using independent judgement.
• Flexible working to cover sickness and annual leave.
• Ability to undertake tasks independently/manage own workload with support from team and CYPMH East management.
• Ordering through procurement including Purchase Orders, office supplies and stationery.
• Ensure data is provided in an efficient manner and presented meaningfully.
• Play a key role in the support of the Service's electronic patient record system. This will require attending team meetings and capturing and resolving issues regarding system use at an individual, team and service level.
• Ensure that e-rostering for staff is accurate and up to date in anticipation of monthly sign off by CYPMH East managers.
• Recording of staff sickness for local records and sickness management.
• Developed a detailed understanding of the IAPTUS system and run reports as needed.

About us

LSCFT values diversity and inclusion, recognising that talent from varied backgrounds creates a flexible, creative, and effective workforce. We actively challenge discrimination and welcome applications from all, regardless of age, disability (including those with experience of accessing or caring for someone who has accessed mental health or learning disability services), ethnicity, gender, religion, belief, or sexual orientation.

Our aim is to reflect the communities we serve, so we particularly encourage applications from under-represented groups. If you'd like to discuss your application, please ask.

We also welcome individuals with lived experience relevant to the role or service area, as your insight brings authenticity to our services.

LSCFT support flexible working, we believe that a positive work/life balance benefits NHS employees through improved health and wellbeing. We would consider working patterns such as term time, part time, compressed hours and flexi-time.

Job responsibilities

For more details on this vacancy please review the attached job description and person specification.

Person Specification

Qualifications

• GCSE English at Grade 'C' or above or equivalent; Working knowledge of basic IT systems - Word, Excel, Emails.
• RSA/OCR Stage II Typewriting OR Word Processing Stage II or Audio typewriting Stage II or Proven ability of an equivalent level of skill.

Knowledge

• Good organisational skills.
• The ability to work calm under pressure.

Experience

• Previous administrative experience.
• Ability to produce neat & accurate documentation.

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

Lancashire & South Cumbria NHS Foundation Trust