Support Service Administrator

Leeds and York Partnership NHS Foundation Trust; Leeds; On-site; GBP 21,000 - 25,000; Full time

Benefits offered by this job

Hybrid or flexible working

Job summary

Leeds and York Partnership NHS Foundation Trust is seeking an motivated Administrator to join the outpatient reception team. The post involves delivering a professional first point of contact for patients, visitors and staff, with responsibilities covering greeting, information provision and basic administrative support in a busy healthcare setting.

You will be part of a dedicated team, working closely with the Team Coordinator.

Qualifications

• Experience with Microsoft Office and core office applications (Word/Outlook).
• Excellent communication and interpersonal skills with patients, visitors and colleagues.
• Understanding of handling confidential information and data protection.
• RSA2 or equivalent word processing qualification is desirable.
• Knowledge of email, telephone and photocopying systems.
• Experience in a similar administrative post is beneficial.

Responsibilities

• Greet and direct visitors, directing them to the appropriate department or staff.
• Answer and manage incoming telephone enquiries with clear messaging.
• Provide high-quality administrative support to clinical and operational teams.
• Maintain confidentiality and support documentation management.
• Support day-to-day office operations and maintain an organised reception area.

Skills

Communication

Organisation

Customer service

Confidentiality

Tools

Microsoft Word

Outlook

Excel

Job description

Are you looking for mental health jobs in Leeds, York or with one of our regional services operating across the country? We have a range of NHS Job opportunities, placements and specialities in our clinical, research, and professional support teams across Leeds and York.

At Leeds and York Partnership NHS Foundation Trust (LYPFT), we strive to provide high-quality mental health and learning disability services as an employer of choice. We can only achieve this by putting our staff and the people using our services at the centre of everything we do. This starts with the people we employ. We recruit based on values and qualifications (where required) and believe lived experience is an advantage. We look for potential, not perfection, and this means that together, we are as diverse as the communities we care for.

Simply put, we seek out people who care, act with integrity and have the right skills. We want to add to our incredible colleagues, students and volunteers who share these principles, with people like you, who find empathy comes easily and who treat everyone with respect without thinking. Search our latest jobs to start your journey with us.

We are seeking a highly motivated, professional, and customer-focused Administrator to join our dedicated administrative team supporting outpatient clinics and reception services.This is an exciting opportunity for an individual who thrives in a people-centred environment and takes pride in delivering an exceptional first point of contact service for patients, visitors, and professionals.

As a key member of the team, you will play a vital role in ensuring the smooth day-to-day operation of reception and administrative services. You will warmly welcome and assist visitors, provide accurate information and guidance, and support clinical and operational teams through the delivery of high-quality administrative support. Your contribution will directly enhance the patient and visitor experience, helping to maintain a professional, efficient, and caring environment.

Working closely with the Team Coordinator, you will receive ongoing support and guidance whilst also being empowered to use your own initiative and judgement within the scope of the role. We are looking for an enthusiastic team player who is organised, adaptable, and able to remain calm and effective within a busy and sometimes pressurised healthcare setting.

Main duties of the job

The successful candidate will possess excellent communication and interpersonal skills, strong organisational abilities, and a proactive approach to problem-solving. You will be confident engaging with a wide range of individuals, building positive working relationships, and providing a responsive and professional service at all times.You will have the following skill and experience, note taking experience, basic word processing skills. Previous experience in a similar administration post will be beneficial, proficient user of the Microsoft package.

The role will also require excellent and proven communication skills, organisational skills, basic word processing skills with some knowledge/experience of digital dictation systems. You will have the ability to work independently but able to accept direction from the Line Manager as required.

If you are passionate about delivering outstanding administrative support, committed to providing excellent customer service, and are looking to make a meaningful contribution within a supportive and rewarding healthcare environment, we would be delighted to hear from you.

Working for our organisation

The Leeds and York Partnership NHS Foundation Trust (LYPFT) is the main provider of Mental Health and Learning Disability services in Leeds. We also provide specialist inpatient services in York and some highly specialised services across the country. As a teaching trust with strong links to local universities, we are a centre of excellence for teaching, research and development.

There are many benefits of working for LYPFT including fantastic employee wellbeing support, 27 - 33 days annual leave, flexible working and remote working arrangements, the NHS Pension Scheme, coaching, support and opportunities for career development and training and education support alongside a range of exclusive discounts and payment schemes including for cars, extra leave days and more NHS Discount Offers.

We also have a bank department, offering variety of roles in nursing, allied health professions, healthcare support worker and administration clerical. Permanent employees are automatically added to bank.

Applicants should be aware that individuals requiring a visa to work in the UK, the Trust only provides sponsorship for registered healthcare practitioner roles(this does not include Healthcare Support Workers). This is an essential requirement, and the Trust is unable to offer you a role if you do not meet Trust requirements for sponsorship and Home Office requirements for a visa.

Detailed job description and main responsibilities

As the first point of contact for visitors, patients, and staff, the receptionist plays a vital role in creating a welcoming and professional atmosphere. Key responsibilities include:

Greeting and directing visitors. Provide a welcoming, friendly, and professional first point of contact for all patients, visitors, and external partners. Greet individuals on arrival, respond to enquiries in a courteous and helpful manner, and ensure visitors are directed efficiently to the appropriate department, clinic, or member of staff. Contribute to creating a positive and supportive experience while maintaining a safe, organised, and professional reception environment.

Manage incoming telephone enquiries in a professional, courteous, and efficient manner, providing accurate information and signposting callers appropriately. Demonstrate excellent listening and communication skills, ensuring that messages are taken clearly, accurately, and relayed promptly to the relevant member of staff.

Supporting administrative tasks to ensure smooth day-to-day operations

Maintaining confidentiality and demonstrating empathy when dealing with sensitive situations

The role requires excellent communication skills, strong organisational ability, and a commitment to delivering outstanding customer service in a healthcare setting.Therefore, the following experience is essential:

• Basic knowledge of office systems and processes
• Basic Working knowledge of Microsoft Office, in particular Microsoft Word, Outlook
• Knowledge of other MS Office software (Desirable).
• Understands the responsibilities of working with confidential information
• Able to demonstrate a working knowledge of communication systems e.g. e-mail, telephone, photocopying
• Basic knowledge of Mental Health Services (Desirable).

PLEASE NOTE THIS IS AN OFFICE BASED ROLE WITH NO OPPORTUNITIES TO WORK FROM HOME

Experience

• Experience of the whole Microsoft office package and its uses.
• Experience of being a part of a team that work to deliver highest level of documentation that can be provided to patients and professionals within the scope of the service.
• Previous experience in an administrative post and working office environment.

Skills

• Word processing skills at RSA2 as standard or equivalent.

Knowledge

• Good understanding of administrative and office procedures, including document management, record keeping, and maintaining confidentiality.
• Knowledge of customer service principles and the importance of delivering a professional and responsive service to patients, visitors, and colleagues.
• Understanding of data protection, information governance, and confidentiality requirements, with the ability to handle sensitive information appropriately.

Values

• Tell us about a time when you spotted something small going wrong and did something to stop it becoming a bigger issue.
• Tell us about a time when you realised a colleague or someone you know needed a bit of support and you offered to help.
• Tell us about a time when you showed someone kindness or understanding.

Applications are welcomed from candidates who wish to apply for a position based on a smarter (Hybrid) or flexible working arrangement. Where candidates are successful at interview, flexible working arrangement requests will be taken into consideration and may be accommodated where the needs of the service allow.

Fixed Term Contracts for existing NHS Employees – temporary contracts for employees of LYPFT, or colleagues joining from another NHS Trust, will be offered on a secondment basis wherever possible. In the event this is not possible, an FTC would be issued and this would require a break in service of two weeks.

The purpose of a temporary is role could be for maternity cover, temporary funding or some other reason. At the end of which the need for the temporary work will cease. Temporary roles can stop, be extended and/or made permanent at any point during the period of work. Should the role become permanent then the post-holder will be informed of the process to be followed to convert the position to a permanent one.

All new employees are required to subscribe to the DBS Update Service.

Patient Safety is a priority at LYPFT with a focus on system-based improvement and creating opportunities for learning. We will ensure compassionate engagement with all those involved in an incident and all incidents are met with a proportionate response. LYPFT is committed to upholding its’ statutory responsibilities in relation to safeguarding adults and children. Please refer to job description for further information.

LYPFT is a member of the Disability Confident scheme and is committed to providing a fully inclusive and accessible recruitment process.

As part of the Trust's commitment to its Gold Standard Armed Forces Covenant status, members of the Armed Forces Community are entitled to a guaranteed interview subject to meeting the role criteria.

We welcome applicants with lived experience of providing unpaid care and/or support to a family member or friend with a disability, health condition, frailty, mental health problem, addiction or other health needs.

Please note that the Trust reserves the right to close the vacancy before the closing date if enough applications are received. It is in the candidate’s best interest to apply as soon as possible. In submitting an application form, you authorize Leeds and York Partnership NHS Foundation Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed to the post.

In applying for a role please ensure that you only declare qualifications that are relevant to the role itself. We reserve the right to check all declared qualifications on an application form, whether they are directly relevant to the role or not.

Please note: The Trust does not offer reimbursement of interview expenses.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

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