Primary Care Mental Health Team Adminstrative Officer

NHS; Wakefield; Hybrid; GBP 60,000 - 80,000; Part time

Job summary

A regional healthcare organization in Wakefield is seeking a passionate Administrative Officer to join its primary care mental health team. The role involves managing administrative tasks, handling communications with service users, and working collaboratively with healthcare professionals. Candidates should have strong skills in Word, exhibit resilience under pressure, and possess effective communication abilities. This part-time position offers flexible working arrangements and a commitment to supporting community health.

Qualifications

• Recent secretarial/administrative experience and copy/audio typing.
• Ability to manage and prioritize tasks in a busy environment.
• Experience in maintaining confidentiality.

Responsibilities

• Manage administrative tasks efficiently and confidentially.
• Act as the main point of contact for service users.
• Support the team with their operational procedures.

Skills

Proficient in Word

Good communication skills

Problem-solving skills

Team player

Adaptability

Tools

System One

Microsoft Excel

Microsoft Outlook

Job description

Overview

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

The closing date is 02 October 2025

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, collaborating with GPs and a range of MDT colleagues to provide a bio-psycho-social approach to assessment and interventions. If you are passionate about working as part of a diverse team and delivering excellent levels of service, this could be the post for you.

Agile working is expected. The hours of work currently are two days a week (Monday and Tuesday), 9/5, (15hrs). For further information please contact Lead Mental Health Practitioner Emma Clough 07879602281.

The right candidate will be proactive with their workload and with developing new ideas. They will be highly proficient in the use of Word, adaptable to change, a team player, and will be confident, friendly and supportive. It is essential that candidates can cope with deadlines and time pressures and prioritise workload. Candidates should be efficient at problem solving, able to react promptly and efficiently to situations that may occur and able to adapt to the needs of the service within an ever-changing and evolving environment – having a can-do attitude.

Main duties of the job

As a team secretary for the primary care mental health team, you will be responsible for the day-to-day management of administrative tasks, medical records, and written/verbal communications with service users. The role includes receiving and making calls with service users, family/carers, and other professionals. The role also includes other standard administrative duties, such as supporting the team with their lone working procedure and the taking/publication of minutes.

The role requires regular use of Word, as well as System One and the management of web-based referrals received by the team. Candidates will liaise with a variety of people and support the team’s shared aims and objectives.

We work in a flexible manner, incorporating home working and working from bases such as Drury Lane Health & Wellbeing Centre, Fieldhead Hospital, or a Connecting Care base.

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

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.

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, value diversity and want our workforce to be reflective of our communities.

Being a foundation trust means we are 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 reserve the right to close the vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Job responsibilities

The post-holder will:

• Under the supervision/direction of the Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as necessary, provide a comprehensive, confidential secretarial/administrative service to clinical/support services, in an efficient and confidential manner.
• Work within well-established policies, procedures, protocols, and guidelines, while 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).
• 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 independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of post holder’s level of competency or authority to the Administrative Supervisor.
• Work within established departmental/Trust policies, procedures, protocols, guidelines and 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 users with differing communication needs.
• 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 and in accordance with the Trust’s Values.

At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements) set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, we are unable to sponsor anyone on a visa for this role at this moment in time.

Person Specification

Physical Attributes

• A satisfactory sickness record over the previous 2 years (subject to ensuring fairness and equality of opportunity, particularly where sickness is related to a disability and/or pregnancy).
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Qualifications

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

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 and 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 Trust’s value-based induction.
• Knowledge of information governance.

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 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.

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