Primary Care Mental Health Team Adminstrative Officer

South West Yorkshire Partnership NHS Trust; Wakefield; On-site; GBP 60,000 - 80,000; Part time

Job summary

A community-focused NHS Trust in Wakefield is looking for a part-time Administrative Officer to join the Primary Care Mental Health team. Candidates should demonstrate strong communication skills and prior administrative experience, particularly in a healthcare environment. The successful applicant will provide vital administrative support, liaise with healthcare professionals, and handle communications efficiently. This role is an excellent opportunity for those looking to make a difference in the community with flexible working hours.

Qualifications

• Experience with administrative tasks and minute taking.
• Familiarity with Data Protection Act and information governance.
• Ability to maintain confidentiality and professionalism.

Responsibilities

• Manage medical records and communications with service users.
• Support lone working procedures and minute-taking.
• Provide day-to-day administrative support to clinical services.

Skills

Good written and verbal communication skills

Customer care skills

Decision-making and prioritisation

Resilience under pressure

Interpersonal skills

Education

Relevant qualifications demonstrating competency at level 3

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Systems One

Job description

Overview

South West Yorkshire Partnership NHS Trust – Primary Care Mental Health Team Administrative Officer

Closing date: 02 October 2025

About the role

An exciting opportunity has arisen for a passionate and driven individual to join the Primary Care Mental Health team as a team secretary. The team sits within Connecting Care and works at the heart of communities, closely with GPs and MDT colleagues to provide a bio-psycho-social approach to assessment and interventions. Agile working is expected; hours are currently two days a week (Monday and Tuesday), 9:00–17:00 (15 hours). For further information please contact Lead Mental Health Practitioner Emma Clough at 07879602281.

We are looking for a proactive candidate who can manage workload, develop new ideas, and be highly proficient in Word. The successful applicant will be adaptable to change, a team player, confident, friendly, and supportive. Candidates should cope with deadlines, prioritise workload, and be able to solve problems and respond promptly in an evolving service environment with a can-do attitude.

Main duties

• Provide day-to-day administrative support, including management of medical records and written/verbal communications with service users.
• Handle calls with service users, family/carers, and other professionals; support lone working procedures and the taking/publication of minutes.
• Use Word and Systems One; manage web-based referrals received by the team; liaise with a variety of people to support the team’s aims and objectives.
• Work flexibly to meet service needs; participate in home working and base work at Drury Lane Health & Wellbeing Centre, Fieldhead Hospital, or Connecting Care bases.

Compliance and environment

All employees are strongly encouraged to be fully vaccinated against COVID-19 to protect patients. The Trust advises applicants that some roles may not meet UK Visas and Immigration sponsorship requirements at this time.

About us

We are a specialist NHS Foundation Trust providing community, mental health, and learning disability services across Barnsley, Calderdale, Kirklees, and Wakefield. We provide low and medium secure services and lead the West Yorkshire secure provider collaborative. Our mission is to help people reach their potential and live well in their communities by delivering high-quality care when and where it is needed.

We encourage applications from all protected characteristic groups and value diversity. The Trust is a foundation trust accountable to its members (around 14,300 people). Join us to be part of over 4,500 staff making a difference to the mental, physical and social needs of many people 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 reserve the right to close vacancy before the advertised closing date if necessary.

Job responsibilities

The post-holder will request supervision/direction from the Administrative Supervisor within a delegated framework for agreed tasks and provide a confidential secretarial/administrative service to clinical/support services, in an efficient and confidential manner.

Work within established policies, procedures, protocols, and guidelines, while acting within the required sphere of competence. Demonstrate knowledge of the service to contribute to decision making. May work in clinical environments where conflict resolution is required. Act as principal point of contact for service users and other stakeholders. Work flexibly to meet service needs and develop good working relationships; communicate effectively, politely and empathetically. Maintain confidentiality and treat all users with respect and dignity in line with the Trust’s values.

Prioritise own tasks, exercise independence and judgement, assess situations, identify and resolve potential problems within own skill set. Seek guidance on issues outside of competency from the Administrative Supervisor. Follow standard service delivery plans and information governance requirements.

Note: At the time of advertising, this role does not meet the minimum UKVI sponsorship requirements for visa holders and cannot sponsor visas.

Person Specification

Physical Attributes

• A satisfactory sickness record over the previous 2 years (subject to fairness and equality considerations, including disability or pregnancy).
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Qualifications

• As appropriate to the role, or demonstrate competency at level 3.
• Willingness to undertake further study/development.

Training

• Willing/able to undertake all mandatory Trust training requirements and refresher training relevant to the area.
• Willing/able to undertake job development and maintain skills.

Special Knowledge and Skills

• Good written and verbal communication skills; ability to prepare routine written correspondence and convey confidential messages.
• Decision-making and prioritisation; knowledge of Data Protection Act and information governance.
• Customer care, interpersonal skills, resilience under pressure, and non-judgemental, empathetic approach.
• Able to use observation skills to identify risks and act appropriately; demonstrate Trust values.
• Able to fulfil the Trust’s value-based induction requirements.

Experience

• Recent secretarial/administrative experience with copy/audio typing; minute taking.
• Experience using email, maintaining/updating paper and electronic diaries, arranging meetings.
• Experience with Microsoft Word and other applications (Excel, Outlook, PowerPoint); working as a team member with minimal supervision in a busy environment while maintaining confidentiality.
• Initiative, task organisation, prioritisation, and experience interacting with the public.

Personal Attributes

• Flexible, responsive, and able to travel around the Trust as needed.
• Professional appearance and demeanor appropriate to the environment.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure to check for any previous convictions.

Employer

South West Yorkshire Partnership NHS Trust