Secretary/Administrator

Integrated Care System; Cubley; On-site; GBP 60,000 - 80,000; Part time

Job summary

A local healthcare organization is seeking two Secretary/Administrators to provide comprehensive administrative support to its Neighbourhood Nursing Teams. The ideal candidates will have relevant secretarial experience, excellent communication skills, and the ability to manage confidential information. The positions require flexibility in hours, working either Monday to Wednesday or Wednesday to Friday. A strong commitment to teamwork and initiative is essential.

Qualifications

• Recent Secretarial/administrative experience and copy/audio typing.
• Experience in using email and maintaining electronic diaries.
• Ability to handle confidential information.

Responsibilities

• Provide administrative support to the Neighbourhood Nursing Teams.
• Arrange meetings and produce patient letters.
• Minute meetings with other organisations.

Skills

Good written communication skills

Good verbal communication skills

Customer care skills

Good interpersonal skills

Ability to travel

Tools

Microsoft Office

Electronic Patient Records (SystmOne)

Job description

Go back South West Yorkshire Partnership NHS Trust

Secretary/Administrator

The closing date is 08 August 2025

An exciting opportunity hasarisen for 2 x Secretary/Administrators to join our Neighbourhood Nursing AdminTeams; one positionwill be based at Cudworth Clinic and the other at Penistone Clinic.

We are looking for 2 strongteam players, who can work on their own initiative and provide a comprehensive adminservice to our Neighbourhood Nursing Teams.

Previous applicants for theseposts need not apply.

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

At the time of advertising, this role does not meet theminimum requirements (salary threshold or occupational requirements)setby UK Visas and Immigration to sponsor candidates to work in the UK. For thisreason, unfortunately we are unable to sponsor anyone on a visa for this roleat this moment in time.

We are aware that an increasing number of applicants areusing AI technology to generate responses on NHS Job application forms. Overreliance on AI-generated content in application forms is strongly discouragedand we will conduct a thorough screening process before selecting candidates toprogress to the next stage. If you are using AI to enhance your application,please disclose this in your NHS Jobs application form.

Main duties of the job

The successful, candidate will provide a fulladministrative and secretarial support to the Neighbourhood Nursing Teams andthe Specialist Nursing Teams. Key dutieswill include working within Electronic Patient Records (e.g. SystmOne),producing documents using Microsoft Office software packages, arrangingmeetings / appointments, producing patient letters, servicing meetingsincluding minute taking, ordering items via our procurement system and carryingout general admin duties such as filing and photocopying. You will also beasked to minute MDT meetings with other organisations alongside the DistrictNursing teams.

Whilstalways ensuring confidentiality, the successful candidate will have the abilityto work without direct supervision, communicate effectively, work as part of ateam, use their initiative and prioritise their workload to meet deadlines aswell as been able to maintain and record accurate details and have goodorganisational skills.

The working week will be:

1 Post - Monday to Wednesday morning 18.75 hours perweek, 7.5 hours per day Monday and Tuesday, Wednesday 3.75 hours.

1 Post Wednesday to Friday 18.75 hours per week, 3.75hours Wednesday afternoon and 7.5 hours Thursday and Friday.

For further information please contact Donna Lee,Community Admin Team Leader on 01226 644320 or Ann Beever, AdministrationManager on 01226 644286

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

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 job description information please see attached document.

Person Specification

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

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)

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

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

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

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