Team Administrator

NHS; Wakefield; On-site; GBP 24,000 - 30,000; Full time

Job summary

A specialist NHS Foundation Trust is seeking a Team Administrator to support clinical teams and manage referrals efficiently. You will ensure that service users receive high-quality care while maintaining effective communication. The ideal candidate will have strong skills in written and verbal communication and experience in a busy environment. This role focuses on providing a welcoming administrative service while prioritizing user confidentiality and support. Join a professional team dedicated to improving community health.

Qualifications

• Experience in a busy environment with competing demands.
• Ability to maintain strict confidentiality.
• Experience in dealing with the public.

Responsibilities

• Process new referrals in a timely manner to support clinicians.
• Assist professionals and the public for high-quality service outcomes.
• Maintain confidentiality and provide a positive user experience.

Skills

Good written communication skills

Good verbal communication skills

Customer care skills

Resilience to pressure

Education

NVQ Level 3 or equivalent in Business Administration

Tools

Microsoft Word

Microsoft Excel

Email communication

Job description

Go back South West Yorkshire Partnership NHS Trust

Team Administrator

The closing date is 22 December 2025

As administrator you willwillsupport your admin colleagues and the wider clinical team in the day to dayrunning of the service whilst ensuring that our service users needs are met byreceiving high quality care from our team. The role is busy and demandinghowever you will in turn receive support and encouragement from your colleagueswho value each other and their individual contributions.

At the time of advertising, this role does not meet the minimum requirements setby UK Visas and Immigration to sponsor candidates to work in the UK. For thisreason, we are unable to sponsor anyone for a skilledworker visa for this role.

Weare happy to accept applications from candidates who can prove their right to work in the UK or via alternative visa routes. Such applications will be considered alongside all other applications.

Main duties of the job

You will receive new referrals into single point of access processing them in a timely manner inorder for our clinicians to begin the triage process along with general admin duties. You will assist referring professionals, members of the public and 3rd sector services with the aim of achieving best practice and high-quality outcomes for our service users both by telephone and using our IT systems.

You will maintain a enthusiastic motivated and friendly approach and someone who enjoys working at a fast pace.

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. Westrongly 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

Weare a specialist NHS Foundation Trust that provides community, mental healthand learning disability services for the people of Barnsley, Calderdale,Kirkleesand Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.

Our missionisto 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 a difference 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 our members, 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 and help each year.

WeAre committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all colleagues and volunteers to share this commitment.

We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.

Job responsibilities

JOB SUMMARY

Service user contact referred to in this Job description will only apply when working within a clinical area.

The post-holder will: under the supervision/direction of the Line Manager/Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secretarial/administrative service to clinical/support services, in an efficient and confidential manner. Provide services within well-established policies, procedures, protocols, guidelines, whilst 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 eg, individuals from within/outside the Trust, service users and members of the public etc. 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 a degree of 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 Line Manager. Work within well-established departmental/Trust policies, procedures, protocols, guidelines and established 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 others user communication difficulties. 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, courtesy and in accordance with the Trusts Values.

For full details of the role please see the supporting documents attached.

Person Specification

Experience

• Copy /audio typing if applicable to role.
• 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.
• Of NHS software programme.

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.

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.

Qualifications

• Must be appropriate to the role:
• NVQ level 3 or RSAIII or OCR III (or equivalent level of qualification in related subject eg business admin, typing/word processing, customer services).
• Or, be able to demonstrate competency at level 3.
• Willingness to undertake further study/development.

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).

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.

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